ESBD_405638_1743181236977_TRS000566_Window Washing Services RFP_Final.pdf

Teacher Retirement System of Texas

Request for Proposals (RFP) Window Washing Services Solicitation No. TRS000566

NIGP Class/Item Codes: 910-81

Anticipated Schedule of Events

March 28, 2025 Issuance of RFP

April 4, 2025, 9:00 a.m., Central Time Pre-Proposal Conference and Site Visit attendance is mandatory. Conference information provided in Item 13 below.

April 8, 2025, 3:00 p.m., Central Time Deadline for Submission of Questions

April 18, 2025, 3:00 p.m., Central Time Deadline for Submission of Proposals Late Proposals will not be considered

TRS Solicitation Name: Window Washing Services TRS Solicitation No.: TRS000566

Solicitation Contents

I. Summary Details II. Definitions

III. Solicitation Overview IV. Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Information Requirements and

Information V. Evaluation Process and Criteria

VI. Proposal Submittal Instructions VII. Draft Contract

TRS Solicitation Name: Window Washing Services

Solicitation Section I:

Summary Details

TRS Solicitation Name: Window Washing Services

I. Summary

1. Purpose/Overview The Teacher Retirement System of Texas (TRS) is seeking a window washing contractor to provide window washing services to meet or exceed the advertised minimum specifications and requirements in the scope of work.

2. Type of Solicitation Request for Proposals (RFP)

3. Issuing Agency

Procurement & Contracts 4655 Mueller Blvd Austin, TX 78723

4. Purchasing Authority Competitive Procurement per Texas Government Code Section 825.103

5. Minimum Qualifications Proposals that do not meet the following minimum qualification will be rejected as non-responsive and disqualified from consideration for a contract award:

• Respondent must have at least three (3) years’ experience operating as a commercial power washing and multi-level window washing contractor.

6. Responses to Solicitation Respondents are required to submit responses in the TRS

Procurement and Vendor E-System (PAVES) for each Evaluation Criteria listed in section IV. B of the Evaluation Process and Criteria. Please see “Proposal Submission Instructions” section on how to create a confirmed bidder account to submit a proposal.

7. Deadline for Proposals Proposals must be received by TRS no later than April 18, 2025, 3:00 p.m., Central Time. Each Respondent is solely responsible for verifying TRS’ receipt of its Proposal by the deadline specified in this Solicitation.

8. Initial Contract Term September 1, 2025, through August 31, 2026.

9. TRS Optional Renewal Terms Three (3), one-year optional renewals

Please note: If the awarded Contract includes renewal options, the proposed annual pricing will be applied to each renewal option. TRS does not allow for escalation of pricing for subsequent renewals under this Solicitation.

TRS Solicitation Name: Window Washing Services

10. TRS Procurement and Contracts Representative for this Solicitation

Noah Kellum Noah.Kellum@trs.texas.gov

All questions and inquiries about this Solicitation must be sent to the Procurement and Contracts Representative only.

11. Contact with TRS Staff Upon issuance of this Solicitation, employees and representatives of TRS, other than the TRS Procurement and Contract representative identified in item number 10 above, will not discuss the contents of this Solicitation with any Respondent, potential Respondent, or its representatives.

Failure of a Respondent or any of its representatives to observe this restriction may result in disqualification of any related Proposal.

This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this Solicitation.

12. TRS Historically Underutilized Business (HUB) Coordinator

Blender Hill

(512) 542-6867 blender.hill@trs.texas.gov

TRS Solicitation Name: Window Washing Services TRS Solicitation No.: TRS000566 mailto:Noah.Kellum@trs.texas.gov mailto:blender.hill@trs.texas.gov

13. Mandatory Pre-Proposal Conference and Site Visit

April 4, 2025, 9:00 a.m., Central Time. A mandatory pre-proposal conference will be held at TRS Alpha Building.

Location: 1900 Aldrich Street, Austin, TX 78723.

Parking information:

Entrance to the parking garage is on Simond or Robert Browning streets. Building Lobby Phone Number: 512-542-

Attendees shall report to the front lobby of the Alpha Building.

Upon arrival, Attendees will be greeted by a TRS representative. Timely arrival is imperative. Failure to attend this mandatory pre-proposal conference and site visit will render a Respondent ineligible from proposal submittal for this solicitation.

All attendees shall sign an attendance sheet. By attending the pre-proposal conference, attendees allow TRS to include their name and email address in the pre-proposal conference attendance sheet to be included with an Addendum that will be posted on the Electronic State Business Daily (ESBD) following the conference.

During the pre-proposal conference, TRS will provide an overview of how to register and submit a proposal in PAVES.

A site visit of the TRS facilities will be conducted immediately after the pre-proposal conference.

14. Solicitation Addenda Changes to items directly impacting the Solicitation will be posted on the ESBD located at www.txsmartbuy.com/sp and posted in TRS’ PAVES portal as an Addendum. It is the responsibility of an interested party to periodically check PAVES or the ESBD for updates to the Solicitation prior to submitting a Proposal.

15. Questions and Answers Questions regarding this Solicitation must be submitted in writing no later than April 8, 2025, 3:00 p.m., Central Time.

Telephone inquiries will not be accepted. Each Respondent is solely responsible for verifying TRS’ receipt of its questions, if applicable.

TRS Solicitation Name: Window Washing Services http://www.txsmartbuy.com/sp

Solicitation Section II:

Definitions

TRS Solicitation Name: Window Washing Services

II. Definitions

As used in this Solicitation, the following capitalized terms shall have the meaning specified below:

1. Agency or TRS: Teacher Retirement System of Texas

2. Agency Primary Contact: The person designated by TRS to be the point of contact between

TRS and the Contractor for monitoring Contract performance and providing day-to-day interaction and instruction during the term of the Contract. Also referred to as “Contract Manager.”

3. Contract: The definitive written agreement resulting from this Solicitation executed by an authorized representative of TRS and Contractor that formalizes the terms, provisions, covenants, and obligations of the parties, including but not limited to those contained in this Solicitation.

4. Contractor or Vendor: The Respondent awarded a contract resulting from this Solicitation.

The term “Contractor” or “Vendor” includes employees, representatives, agents, subcontractors, suppliers, and third-party service providers of the Contractor, regardless of how such persons or entities are employed or contracted by the Contractor.

5. Contractor or Vendor Primary Contact: The person designated by the Contractor/Vendor to be the point of contact between the Contractor/Vendor and Agency for scheduling, filling, contract management, and day-to-day management of Services under the Solicitation.

6. Days: Calendar days unless otherwise specified.

7. Employee; Contract Employee: Any individuals who, on behalf of the Contractor, will or may participate in providing Services under a Contract resulting from this Solicitation.

8. Financial Interest: Receiving, or having a right to receive, money or other valuable property or benefits under or in connection with the actual or proposed contract; holding a position in a business such as a principal, officer, director, trustee, partner, employee, or the like, or holding a position of management; holding any of the outstanding debt of a person directly involved in the proposed or resulting Contract; or owning stock or other interest in the business.

9. Fiscal Year (FY): The State of Texas and TRS fiscal year that begins September 1 and ends August 31.

10. Key Personnel: Individuals who contribute to the development or execution of a project in a substantive, measurable way and whose absence from the project would be expected to impact the performance of the Contract.

11. Offer, Proposal, or Response: The documents, including any exhibits or attachments, submitted by a Respondent in response to this Solicitation. “Offer” has the same meaning as “Proposal” or “Response,” when such terms are applicable in the solicitation document so

TRS Solicitation Name: Window Washing Services titled as Request for Proposals (RFP), Request for Offers (RFO), or an Invitation for Bids (IFB), respectively.

12. TRS Representative: The individual who, on behalf of the Contractor, will have primary responsibility for the planning, procurement, and execution of the project, in any undertaking that has a defined scope, defined start, and a defined finish, regardless of industry.

13. Relative: A current or former TRS employee’s spouse, father, mother, brother, sister, son or stepson, daughter or stepdaughter, mother-in-law, father-in-law, sister-in-law, brother-in-law, son-in-law, or daughter-in-law.

14. Respondent: The individual or entity submitting a proposal, offer, or bid in response to this Solicitation.

15. Responsive: A Proposal that meets all minimum qualifications, HUB requirements, and submission requirements.

16. Services: All requirements, duties, schedules, locations, and other items specified in this Solicitation. The term includes any services associated with the Contractor’s performance under a Contract resulting from this Solicitation. Also referred to as “Work.”

TRS Solicitation Name: Window Washing Services

Solicitation Section III:

Solicitation Overview

TRS Solicitation Name: Window Washing Services

III. Solicitation Overview

Introduction

TRS, a public pension fund and entity of the state of Texas created pursuant to article XVI, section 67, of the Texas Constitution and titles 7 and 8 of the Texas Government Code, issues this Request for Proposal (RFP) for a licensed window washing and glass cleaning services Contractor. The Contractor will be responsible for providing window washing services that meet or exceed the specified requirements incorporated in the Scope of Work of this Solicitation (see article VII, Sample Contract) for the TRS Alpha and Bravo buildings and adjacent parking garages located in the Mueller business district of Austin, Texas (the “Services”). Services provided under the resulting Contract must comply with all requirements of the Scope of Work, and all other terms of the resulting Contract.

TRS seeks to identify and contract with one (1) company. TRS’ objective is to obtain Services that represent the best value for TRS and the state of Texas according to the terms and conditions of this Solicitation. The Services and requirements described in this Solicitation are mandatory unless specifically described as optional.

Background

TRS is a service-oriented public pension system providing retirement, healthcare, and related benefit programs for Texas public education employees, retirees, and their beneficiaries (“Participants”). TRS’ mission is to improve plan Participants' and beneficiaries' retirement security by prudently investing and managing trust assets and delivering benefits that positively impact members’ lives.

TRS Solicitation Name: Window Washing Services

Solicitation Section III:

HUB Subcontracting Plan (HSP) Requirements and Information

TRS Solicitation Name: Window Washing Services

III. HUB Subcontracting Plan Information

In accordance with Section 2161.252 of the Texas Government Code and 34 Texas Administrative Code Section 20.285, each state agency that considers entering a contract with an expected value of $100,000 or more over the life of the contract (including any renewals) shall, before the agency solicits bids, proposals, offers, or other applicable expressions of interest, determine whether subcontracting opportunities are probable under the Contract. If subcontracting opportunities are probable, each state agency’s invitation for bids, requests for proposals, or other purchase solicitation documents with an expected value of $100,000 or more shall state that probability and if probable require a Historically Underutilized Business (HUB) Subcontracting Plan (HSP).

TRS has determined that subcontracting opportunities are probable with this RFP and requires Respondents to complete the State of Texas HUB Subcontracting Plan (HSP) form located at https://comptroller.texas.gov/purchasing/vendor/hub/forms.php.

TRS will provide guidance on navigating the State of Texas HUB forms and Respondent is encouraged to seek assistance in completing the HSP from the TRS HUB Coordinator, Blender Hill, at (512) 542- 6867 or at blender.hill@trs.texas.gov. Please remember that any inquires must be done in time to allow for the required 7 working days to demonstrate the good faith effort when soliciting subcontractors because the HSP must demonstrate the good faith effort. If there are any changes to the information in the HSP after it is submitted, Respondents must obtain prior approval from TRS.

A. TRS HUB Goals:

For purposes of the solicitation, TRS has determined that this procurement falls under the following category:

☐ Special Trade Contraction – The goal is 50% ☐ Professional Services – The goal is 10% X Other Services – The goal is 25% ☐ Commodities – The goal is 35%

B. State vs. Agency Annual HUB Goals:

Texas and TRS’s annual HUB expenditure goals for FY25 are listed below.

Procurement Category Statewide HUB Goals

TRS HUB

Goals

Special Trade Construction 32.90% 50.00% Professional Services 23.70% 10.00% Other Services 26.00% 25.00% Commodities 21.10% 35.00%

C. HUB Subcontracting Opportunities for this Solicitation

The National Institute of Government Purchasing (NIGP) Commodity Book class and item codes and commodity descriptions for the services requested under this RFP are listed below. Full commodity descriptions can be found at https://comptroller.texas.gov/purchasing/nigp/ https://comptroller.texas.gov/purchasing/vendor/hub/forms.php mailto:blender.hill@trs.texas.gov https://comptroller.texas.gov/purchasing/nigp/

TRS has identified possible HUB subcontracting opportunities listed below related to the Scope of Work under this Solicitation; however, this list should not be considered exhaustive. Additional opportunities may be added at the Respondent’s option.

Class Item Description

D. Finding HUB Vendors

For a list of HUB vendors, Respondent may use the Centralized Masters Bidders List (CMBL) and HUB Directory. Below are instructions on how to search the CMBL:

Access the CMBL and HUB Directory at:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do .

CMBL Page will default to certain fields already checked - ensure that All Vendors are searched.

Enter Class Code and Item (leave Item blank to select any).

Enter District Number to select specific geographic location (leave district blank to select all).

Click the Submit Search button.

Detail List page will default to certain fields already checked.

Check Ethnicity, Gender fields, and Business Description as well as any other fields needed.

Click go.

Identify HUBs on the Results For CMBL Plus HUBs Search page (HUB category is on far right of page).

Select HUB vendor and click on company name. Sometimes a vendor will have more than one listing -use the most current one.

Confirm that HUB Status is “A” (Approved; Active) on the Vendor Detail page.

If vendor appears to meet your needs, then solicit a bid or response of interest.

Repeat this process until you have found a minimum of three (3) certified HUBs per subcontracting opportunity/area, either identified by the TRS or your company.

TRS Solicitation Name: Window Washing Services TRS Solicitation No.: TRS000566 https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

Solicitation Section IV:

Evaluation Process and Criteria

TRS Solicitation Name: Window Washing Services

IV. Evaluation Process and Criteria

TRS reserves the right to award one or more contracts(s). At TRS’ sole discretion, TRS also reserves the right to cancel this Solicitation, make awards for some, but not all, categories of service, or make no awards.

TRS reserves the right to ask questions or request clarification from any Respondent at any time during the Solicitation process, including each stage of the evaluation process. All such questions shall be provided to the Respondent by the TRS Procurement and Contracts Representative for this Solicitation.

A. Minimum Qualifications

TRS will review the Proposals for compliance with the Minimum Qualification(s) stated below and the submission requirements detailed in PAVES. TRS’ review of the foregoing requirements will be made on a pass/fail basis. Failure to meet all requirements may, at any time, result in disqualification of the Respondent’s Proposal without further consideration or evaluation. Those Proposals which pass all Minimum Qualifications and submission requirements will advance to the Initial Evaluation round.

Proposals that do not meet the following mandatory requirements will be rejected as non-responsive and disqualified:

Respondent must have at least three (3) years’ experience operating as a commercial power washing and multi-level window washing contractor.

B. Initial Round

The evaluation committee will individually evaluate all Responsive Proposals during the Initial Round. After Initial Round evaluations, TRS may request that all or only the top-scoring Respondents participate in future rounds.

Responses and Best and Final Offers (BAFO) will be scored under best value standards that are in the best interest of TRS using the following general categories, for which weights are shown:

Evaluation Criteria Weight Statement of Qualifications and Experience 20% Respondent’s Key Personnel Qualifications and

Experience 30%

Technical Approach 30% Pricing 20% Total 100%

C. TRS Option for Best and Final Offer (BAFO) Round

If TRS decides to have a BAFO Round, a BAFO may be sought from all or only the top-scoring Respondent(s) participating in the BAFO Round. As the BAFO round is an optional round by TRS, TRS strongly encourages the Respondent to provide its best pricing and terms with its initial Proposal.

BAFOs will be evaluated individually by each evaluator (the “BAFO Round”). TRS may request a Respondent provide additional information. All information provided during each phase of the evaluation process (including the BAFO) is considered during the BAFO Round. The BAFO Round is scored based on the same criteria, scoring matrix, and point allocation as the Initial Round

TRS Solicitation Name: Window Washing Services

Evaluations. The point allocation for the BAFO Round will not be added to any other round. The points in this round are used to determine the Respondent(s) final score.

Solicitation Section V:

Proposal Submittal Instructions

TRS Solicitation Name: Window Washing Services

V. Proposal Submission Instructions

Respondents are required to submit their Responses to this solicitation through the TRS electronic procurement system called PAVES (Procurement and Vendor E-System). If awarded a TRS contract, the Contractor will be required to set up a PAVES account which requires:

• 2-factor authentication with a cell phone

• A separate login and password to be created for all Contractor contacts, including the

Contractor’s accounting department

• All invoices and deliverables must be submitted through the PAVES system

A. PAVES

Potential Respondents can find information about PAVES on the TRS website at:

https://www.trs.texas.gov/Pages/procurement_PAVES.aspx

The following instructions have been developed to assist vendors in creating and maintaining a PAVES account:

PAVES Basic Navigation for Suppliers New Supplier Registration How to Submit a Proposal How to Activate Supplier Profile (if awarded a contract)

B. Creating a PAVES Account and becoming a Confirmed Bidder

To become a Confirmed Bidder in PAVES, you must complete the New Supplier Registration process. By submitting your company’s information, login credentials will be generated, by which you can access PAVES. You will then be able to add additional company contacts, edit your profile, and bid on TRS solicitations.

The first step is to log into the PAVES supplier portal and follow the instructions for New Supplier Registration.

If, after submitting your registration, you receive an e-mail stating that your registration has been rejected, this is most likely because your company has already been registered in PAVES.

The registration request will only be rejected if the Tax ID Number that is submitted already exists in PAVES. In this case, please contact the PAVES help desk at: PAVESHelp@trs.texas.gov.

C. Submitting a Proposal in PAVES

1. Once you are logged into PAVES:

a. Click the “Solicitations” tab at the top

b. Then click “Show public request for proposals”

2. Click the pencil icon next to the name of the solicitation round in which you wish to participate

3. Click “Participate in RFx” https://www.trs.texas.gov/Pages/procurement_PAVES.aspx https://www.trs.texas.gov/TRS%20Documents/PAVES-basic-navigation-for-suppliers.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-new-supplier-registration.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-submit-proposal.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-activate-supplier-profile.pdf https://trstexas-supplier.ivalua.app/page.aspx/en/usr/login?ReturnUrl=/page.aspx/en/buy/homepage https://www.trs.texas.gov/TRS%20Documents/PAVES-new-supplier-registration.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-new-supplier-registration.pdf file://ad.trs.state.tx.us/SDrive/General%20Accounting/PURCHASING%20TEAM/Desk%20Reference%20Manual/Solicitation%20Working%20documents%20-%20not%20ready%20for%20release/PAVESHelp@trs.texas.gov

4. You may be asked to click “I acknowledge receipt of this RFx”

5. Select “WILL BID: our intent is to respond to this RFx”

6. To complete the PAVES Questionnaire and submit a proposal for this solicitation, follow the instructions found in “How to Submit a Proposal.”

7. Please note that any solicitation documents, including Addenda, will be found in the section called “Round Documents” within the Overview tab of the Initial Round.

D. Question and Answer Period

All potential Respondents must create an account and review the Solicitation before the deadline for submitting Proposals. In addition, Respondents should note the deadline to submit questions concerning this Solicitation on page 1 under the Anticipated Schedule of Events.

Respondents may submit questions to TRS through the PAVES portal by participating in the Question Round of this solicitation and following the instructions found in “How to Submit a Proposal.”

E. Protest Procedures

Any protest to this Solicitation or the resulting Contract award shall be governed by 34 Texas Administrative Code § 51.2 (relating to Vendor Protests and Appeals). All protests, appeals, and stay requests, if any, must be timely submitted to LegalNotices@trs.texas.gov.

TRS Solicitation Name: Window Washing Services TRS Solicitation No.: TRS000566 https://www.trs.texas.gov/TRS%20Documents/PAVES-submit-proposal.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-submit-proposal.pdf https://www.trs.texas.gov/TRS%20Documents/PAVES-submit-proposal.pdf mailto:LegalNotices@trs.texas.gov

Solicitation Section VI:

Draft Contract

Contract Signature Page

This Contract is entered into effective on September 1, 2025 (the “Effective Date”), by and between the Teacher Retirement System of Texas (TRS), with the principal place of business at 4655 Mueller Blvd, Austin, Texas 78723 and [Insert Contractor Name] (Contractor) with a principal place of business at [Insert Address, City, State, Zip Code]. TRS and Contractor are referred to collectively as “Parties” and each, “Party.”

TRS Contract Number: [Insert Contract Number]

TRS Contract Name: Window Washing Services

The Contract Amount: $[Insert Contract Amount]

This amount is for the Initial Term of the Contract. TRS may increase the Contract Amount through an amendment when exercising Renewal Options or on an as-needed basis.

The Effective Date: September 1, 2025

The Expiration Date: August 31, 2026

Renewal Option(s): Three (3), one-year periods)

Description of Work: Contractor will be responsible for providing window washing services for the TRS Alpha and Bravo buildings and adjacent parking garages located in the Mueller business district of Austin, Texas.

Teacher Retirement System of Texas

(TRS)

<<Vendor Name>>> (Contractor)

By: By:

Printed Name: Printed Name:

Title: Title:

Date: Date:

Vendor ID Number:

Procurement and Contracts Representative:

Printed Name:

Public Certification(s):

Date:

Please note: Attached is an example contract. A similar contract will be issued to the vendor awarded a contract from this solicitation. Several sections must be reviewed and/or updated in the proposal.

TRS Solicitation Name: Window Washing Services

Draft Contract - Contract Documents List

TRS Solicitation Name: Window Washing Services

Contract Documents List

The entire Contract between TRS and the Contractor consists of the Contract Documents listed on this page. In the event of any conflict or contradiction between or among the documents attached to or otherwise incorporated into this Contract, the following order of precedence will govern this Contract in the following order:

1. Contract Signature Page

2. Contract Documents List

3. TRS General Terms and Conditions

4. Scope of Work

5. Notices, Representatives, and Records Location

6. List of Key Personnel

7. Approved Price Form

8. Insurance Requirements

9. Contractors Insurance Certificate (incorporated by reference)

10. Historically Underutilized Business (HUB) Requirements

11. HSP Progress Assessment Report Form

12. HUB Subcontracting Plan (HSP) and HSP Progress Assessment Report Forms (incorporated by reference]

13. Sample Release of Claims Form (to be returned with final Invoice)

14. Solicitation number TRS000566 posted on March 28, 2025 (incorporated by reference)

15. Contractor’s Best and Final Offer (incorporated by reference)

16. Contractor’s Response to Solicitation (incorporated by reference)

TRS Solicitation Name: Window Washing Services

Draft Contract – TRS General Terms and Conditions

This is a placeholder for the TRS General Terms and Conditions.

TRS’ General Terms and Conditions will become part of the awarded contract.

As part of the proposal process, the Respondent must review the linked document and provide any redlines for their proposal submission. All requested redlines must be included as part of the

Respondent’s proposal, as there will not be another opportunity for redlines.

Please note that TRS may not award a vendor a contract due to excessive redlines to TRS Terms and Conditions.

https://www.trs.texas.gov/TRS%20Documents/contract_general_terms_conditions.docx

Draft Contract – Scope of Work

Scope of Work

A. Scope of Work

Description of Work

Window and Glass Cleaning The Contractor is required to thoroughly clean all windows and glass surfaces as identified by the TRS Facilities Project Manager within the TRS Facility. All windows and glass must be free from dirt, grime, spots, drips, streaks, smudges, and haze. Any windows or glass that dry with streaks or haze must be re-cleaned at no additional cost to TRS. The use of abrasives or chemicals that could scratch the windows, glass, or discolor the base, window ledges, and sills is strictly prohibited.

The Contractor must ensure that all TRS property and employees' property remain dry and free from soap, drips, water spots, and any damage. This includes all furnishings and equipment located inside, outside, underneath, and on the TRS Facilities property. Items should not be moved unless absolutely necessary to perform cleaning duties.

Care must be taken to avoid damaging any indoor or outdoor foliage. The Contractor will be held liable for any loss or damage to TRS property or employees' property if found at fault, at no cost to TRS. Damaged items must be returned or repaired to their original or better condition. If items cannot be returned or repaired, the contractor must replace them at no cost to TRS.

Location

• TRS Alpha Building: 1900 Aldrich Street Austin, TX 78723 (6 Stories)

• TRS Bravo Building: 4655 Mueller Blvd Austin, TX 78723 (6 Stories)

• TRS Parking Garages located on-site

Contractor Requirements The Contractor shall:

• Be responsible for all activities outlined in the Scope of Work, adhering to the project scope and schedule for the agreed-upon price. Services must not be performed without prior written approval from TRS.

• Provide a primary point of contact.

• Provide all labor, materials, supplies and equipment to meet requirements of the specified services throughout the term of the purchase order.

• Provide a supervisor to be on the premises at all times while work is being performed.

• Provide properly trained and qualified window cleaners to perform services as directed by the designated TRS representative. The Contractor shall provide documentation of commercial experience for window cleaners when requested by TRS Representative.

• Have sufficient number of qualified personnel to perform work in accordance with schedule and service requirements.

• Ensure the equipment and tools are well maintained, inspected, and in proper working order before use in the performance of this service.

TRS Solicitation Name: Window Washing Services

• Thoroughly examine and become familiar with the facilities and grounds, prior to beginning work, to ensure the service can be completed in an orderly and safe manner.

• Report the existence of any damage or unsafe condition(s), which will compromise the performance of the service to the designated TRS representative.

• Ensure all tools, materials, equipment, including, but not limited to, scaffolds, ladders, scrapers, blades, rags, squeegees, steel wool, cleaning chemicals and compounds, are strictly controlled to prevent access to unauthorized personnel.

This includes safeguarding the equipment to prevent TRS employees and visitors’ access and possible injury while the vendor’s employees are using the equipment.

• Possess, maintain, and comply with all applicable permits required by federal, state, and local laws, regulations, and ordinances.

Service Requirements The Contractor shall perform the following:

• Begin work within 15 calendar days of the award of the purchase order or on an agreed upon date between TRS and the vendor.

• Work with the designated TRS representative to develop a detailed project schedule approved by TRS prior to starting each job. The project schedule shall identify each floor and building, number of personnel, types and amount of cleaning supplies, equipment to be used, and other information as requested by

TRS.

• Meet with TRS on mutually agreeable dates to review and approve the cleaning schedule prior to beginning work. At each meeting, the Contractor shall be prepared to provide tentative dates and a schedule to accomplish the specified work. Upon completion of each meeting, the Contractor shall provide written confirmation to TRS of the agreed upon schedule of dates to begin and complete work.

• Ensure supervisor reports to the designated TRS representative at the beginning of each shift to jointly inspect and give a progress report(s) of the previous shift’s work. Any deficiencies noted during this inspection or at other times shall be corrected by the Contractor immediately.

Window Cleaning

• Not disrupt parking or occupant entrance and exits from the building unless approved in writing by TRS representative. All facilities shall remain in operation throughout the duration of the work

• Thoroughly clean all glass by hand in accordance with standard commercial practices. Hand clean each window pane individually at level with the window.

NOTE: Cleaning upper story windows from ground level is not acceptable and will not be permitted.

• The Contractor shall not rest ladders against windowpanes and ladders shall have protective end caps.

• Leave all glass surfaces translucent and free from dirt, dust, streaks, tar, gum, squeegee or rag marks, water spots, paint, waterproofing compounds, and other substances.

• Not use razor blades or sharp scrapers to clean windows that have window film.

Special care shall be adhered to in the cleaning of windows with window film adverse reactions.

TRS Solicitation Name: Window Washing Services

• Clean all inside and outside sills, casements, frames, dividers, tracks, ledges, and screens (including areas between screens and windows) and leave free from dirt, debris, tar, gum, waterproofing compound, spider webs, wasps and bird nests, leaves, and other substances.

• Thoroughly remove all stains, paint, or putty discoloration which were applied to windowpanes or caused by window cleaning from the panes, screens, floors, sills, furniture, or other property.

• Clean Architectural Eyebrow Canopy. After cleaning, inspect for any damage or wear and tear that may need to be addressed immediately.

Interior Windows

• Clean all interior windows on weekdays during hours decided by the designated

TRS representative.

• Proceed to the next floor only as each floor of the interior cleaning is completed, inspected, and accepted by the designated TRS representative.

• Use interior ladders and scaffolds to reach upper panes of interior windows so as to not step on or damage computers, monitors, printers, radiators, air conditioning units, chairs, or other furniture.

• Protect all furniture, window shades, draperies, carpets, floors, and walls by using drop cloths to prevent damage and eliminate safety hazards. Cover the equipment, furnishings, and floor area prior to commencing work.

• Window shades shall be readjusted to the same height of distance after each window is cleaned and properly re-hang any drapes removed or disturbed during the window cleaning process.

Exterior Windows

• Clean all exterior windows between the hours of 6:00 a.m. to 8:00 p.m., as long as the outside lighting is on.

• Use ladders, Bosun’s chair rigged from proper staging, scaffolding, or lift equipment to reach upper panes of exterior windows so as to not damage any real property or vegetation.

• Roof anchors are located on roofs of Alpha and Bravo buildings.

o Lifelines & Harnesses – Must be compatible with anchor systems.

o Descent Systems – rope descent devices (RDS) or bosun’s chairs for safe window washing.

o Taglines & Secondary Anchors – used for stabilization in high-wind conditions.

Work Area

• Leave the work area clean, free of materials, remove all debris and waste products from the site and clean all affected work areas to the satisfaction of the designated TRS representative.

• Remove and dispose of all defective materials from the building as approved by the designated TRS representative. Clean all areas of waste by-product, dirt, dust, and debris generated at the time the service is provided, including the wall and surfaces below the areas cleaned.

B. Contractor Requirements

The Contractor is responsible for all activities outlined in this Scope of Work, adhering to the project scope and schedule for the agreed-upon price. Services must not be performed without prior written approval from TRS.

The Contractor must keep the TRS premises clean and free from vendor equipment, parts, and any accumulation of scrap, waste materials, or rubbish resulting from the work under this Contract. Daily removal and disposal of all trash and debris created during service performance are required. The premises must be left in a neat and clean condition.

Debris that could cause utility disruption, damage to buildings, vehicles, or other property, obstruct roadways, or pose a safety or security threat to employees, individuals, or TRS property must be removed as deemed necessary by TRS.

The Contractor must provide the necessary number of qualified personnel to perform the required services efficiently and professionally. Personnel must work in an orderly manner, customary in similar operations within the industry, and must wear uniforms that clearly identify their company. Listening to music while performing services and wearing shorts or muscle shirts is prohibited.

The Contractor must possess, maintain, and comply with all applicable permits required by federal, state, and local laws, regulations, and ordinances.

Work must commence immediately upon arrival and continue without interruption until completion, as directed by the TRS Representative. Unscheduled services must not be performed without prior written approval from TRS. The Contractor should not accept or act upon verbal directions from individuals or groups, relying solely on written instructions from the TRS Representative. Any anticipated delays in work completion must be immediately reported to the TRS Representative. TRS reserves the right to extend the required completion date for service delivery at its sole discretion.

TRS reserves the right to seek additional proposals or quotes from other Contractors for projects within or outside the scope of this Contract. The Contractor must complete each job within the mutually agreed timeframe and submit a service ticket to the TRS Representative upon completion of each service.

C. Schedule

Contractor shall complete services within a mutually agreed upon performance period.

Contractor and TRS Representative will come to a mutual agreement in the scheduling of services prior to performance. Upon receipt of contract award, Contractor must submit a proposed schedule to the TRS Representative for approval. TRS Representative will notify the Contractor if modifications are required to the schedule.

Three business days’ notice is required to request adjustments to the approved schedule.

Contractor must provide notice to the TRS authorized representative via email.

Normal Business Hours: Contractor shall perform services during TRS normal business hours defined as 8:00 A.M. to 5:00 P.M., Monday through Friday of each week, TRS observed holidays excepted, unless otherwise directed by the TRS Representative.

After‐Business Hours: Contractor may not perform services after‐hours defined as 5:01 PM to 7:59 AM, CST, Monday ‐ Friday excluding TRS observed holidays unless otherwise directed by the TRS Representative. Contractor must not perform services under any adverse conditions where services cannot be safely or effectively accomplished.

D. Performance Requirements

Performance Standards All work performed under this contract must conform to industry‐standard practices and shall meet all applicable codes and laws. Contractor personnel must wear appropriate personal protective equipment when operating any powered equipment.

Unsatisfactory Performance TRS may consider the following performance by Contractor as unsatisfactory performance. An unsatisfactory performance determination will include, but not be limited to:

• Repeated service calls by TRS, to correct the same problem.

• Contractor’s personnel assigned to an authorized service call, not having the skill and knowledge to perform the requested service.

• Response time exceeding any of the minimum requirements of this solicitation.

• Failure to report for scheduled work, without prior notification to the TRS

Representative.

• Failure to protect the worksite, TRS property, adjacent property, and the public from damage.

• Failure to perform all work in strict accordance with safety rules, and applicable codes and laws.

• Failure to adhere to TRS security policies.

Contractor’s repeated failure to meet estimated start and/or completion dates may result in termination of the contract, at TRS’ option. Reference TRS Terms and Conditions regarding termination.

E. Materials

Contractor shall comply with the following material requirements:

TRS reserves the right to specify the precise types of materials to be utilized.

Substitution must require prior approval of the TRS Representative. If required by TRS, Contractor shall supply satisfactory evidence of the brand and quality of the items and material furnished.

• Contractor shall furnish all labor, tools, and equipment when available for the performance of the services.

• Contractor shall apply all materials in strict accordance with application instructions and procedures set forth by the material manufacturer.

F. Material Disposal

Contractor shall comply with the following material disposal requirements:

• Contractor shall be responsible for removal and disposal of debris and waste materials associated with the services contract.

• Contractor shall dispose of all materials requiring removal from TRS buildings in strict accordance with all applicable codes and laws.

TRS Solicitation Name: Window Washing Services

• TRS has the right of first refusal for retaining any removed material that the Contractor plans to salvage.

• Contractor shall not use TRS dumpster for disposal of trash and debris.

G. Contractor Security Requirements

Contractor personnel shall comply with the following TRS security requirements:

• Contractor personnel must abide by all TRS security procedures, rules and regulations, and shall cooperate with TRS security personnel.

• Contractor personnel must check in with TRS Representative upon arrival and upon leaving the facilities. Contact information and check‐in procedures will be communicated by the TRS Representative prior to work commencement.

• Contractor personnel must all wear uniform clothing to identify which company they work for. Uniform clothing shall show the name and/or logo of the company. Shorts and muscle shirts shall not be worn at any time.

• If applicable, Contractor personnel must wear their TRS‐issued security identification badges, to be always clearly visible.

H. Contractor Staffing

TRS reserves the right to request that Contractor replace any Contractor employee whom TRS judges to be incompetent, careless, unsuitable, or otherwise objectionable, or whose continued use is deemed contrary to the best interests of the State and TRS. Upon receipt of a formal written request from TRS’ Primary Contact, Contractor shall propose to TRS a replacement with the same or similar expertise as the individual being replaced who shall perform the services required by the contract, subject to the approval of TRS.

Contractor may not use a subcontractor on the contract without first receiving written approval from TRS regarding the proposed subcontractor. If Contractor is required to submit a HUB Subcontracting Plan (HSP) and the proposed subcontractor is not listed on the HSP, an amendment of the HSP will be required. Any work to be performed by such proposed subcontractor may not be initiated until the subcontractor has been added to the HSP.

TRS reserves the right to require any Contractor staff to obtain a criminal background check (CBC). As set forth in TRS’ Background Check Policy, a criminal background check (CBC) of Contractor’s staff is required if, at any time during the life of the Contract, the staff assigned to work on the Contract meets any or all of the criteria listed below:

• Obtains a TRS user ID or password

• Has unlimited security badge access for any length of time

• Has limited security badge access lasting more than 14 calendar days.

Further, a CBC may be required depending on the level of access to TRS resources and facilities that is required to perform the services. The CBC will be performed by TRS and Contractor is required to reimburse TRS for the cost of the CBC within 30 days of receipt of notification that the background check is complete.

I. Acceptance Criteria for Deliverables

All Contractor performed work is subject to inspection by the TRS Representative at any time to ensure compliance with all requirements of this contract.

Contractor shall inspect and be solely responsible for the compliance of all workmanship and materials in every respect to the requirements of TRS and all applicable local, state, and federal codes, laws, and regulations.

TRS shall always have the right to inspect Contractor’s work at any point in its progress and Contractor shall provide reasonable access for such inspection. Contractor shall correct all deficiencies within a timeframe established by TRS.

A joint inspection may be accomplished upon completion of required services as determined by the TRS authorized representative for designee.

Contractor must notify TRS in writing of any losses or damages to TRS property that occur.

Contractor must make all corrections before payment will be authorized by TRS.

Upon completion, all work performed under this Contract is subject to final inspection and acceptance by the TRS Representative.

J. Invoicing Requirements

NOTICE: For all services and goods received after 9/1/21, vendors are required to use the TRS vendor portal, Procurement and Vendor E‐System “PAVES,” to submit invoices. For more information, go to: https://www.trs.texas.gov/Pages/procurement_PAVES.aspx.

All invoices shall be submitted to TRS on a timely basis. The Contractor shall submit itemized invoices annually for all services under the Contract. Each invoice presented must include (i) the TRS Contract number; (ii) the Contractor’s Texas Identification Number (TIN); (iii) description of each service and the dollar amount attributable to each; and (iv) the name of the entity or individual to which each service is attributable.

K. Communication Plan

Upon execution of the Contract, TRS will set up a kickoff meeting with the Contractor’s Project Manager. At the kickoff meeting, TRS and Contractor will review all terms of the Contract and discuss:

• How to perform all the tasks outlined in the Contract

• Deliverables of the Contract

• Timing of delivery of deliverables

• Required forms, such as insurance certificates

• Contract terms

• Invoicing requirements

TRS Contractor may communicate via email or phone call. A meeting may be scheduled if issues cannot be resolved via email or phone call. Contact information for TRS will be given at the kick‐off meeting upon execution of Contract.

Telephone Response

TRS Solicitation Name: Window Washing Services

Contractor shall provide a means of contact acceptable to TRS, for contacting the Contractor during normal business hours (Monday – Friday 8am – 5pm). Examples of acceptable means of contact may include, but not be limited to an office cell phone, email, text, call forwarding to a live answering service, provided there are no additional charges to TRS for use of the Contractor’s service.

Contractor shall supply TRS with a list of office and emergency telephone numbers and email addresses, as well as the names of contact persons. Contractor shall provide TRS with updated emergency contact information within 24 hours of a change.

L. Performance Tracking

TRS may consider the Contractor’s performance during the life of the Contract. TRS will provide written feedback on the Contractor's performance at the end of each term and before a renewal option is exercised. TRS reserves the right of non-renewal or early termination of the contract for substandard performance. TRS reserves the right to publish and distribute results of the performance reviews or other quality or compliance reviews per 34 Texas Administrative Code section 20.509. If TRS identifies substantial deficiencies regarding Contractor performance or competence in delivering services performed under the Contract, TRS may require corrective action to correct the deficiencies. TRS will monitor the Contractor’s performance and may use the monitoring results to evaluate the Contractor’s ability to provide adequate services to TRS in this Contract or future contracts. If the Contractor fails to meet contract goals and expected results, TRS may reduce the scope of or terminate the Contract at no cost or penalty to TRS.

When assessing performance, TRS retains sole authority to determine whether the Contractor’s performance under the Contract is adequate. The Contractor agrees to the following:

i. Provide all Deliverables following target due dates;

ii. Provide TRS with written notice of any known or potential issues with service performance within 24 hours of Contractor becoming aware of any such issues;

iii. Provide TRS with an action plan to resolve any known or potential service performance issues and status updates as required by TRS; and

iv. Timely respond to TRS staff questions within one to two business days.

M. Escalation Plan and Good Faith Negotiations

The Contractor shall provide an escalation plan for resolving known or potential issues with service performance that arise during the term of the Contract. The plan shall be subject to TRS’ approval. It must explain how issues are to be prioritized and resolved and include the Contractor’s representatives of increasing authority who have the authority to resolve issues.

The Parties will attempt in good faith to resolve any claim or controversy arising out of or relating to the execution, interpretation, and performance of services under the Contract through prompt negotiation between representatives of the Parties who have the authority to settle the controversy.

Draft - Notices, Representatives, and Records Location

TRS Solicitation Name: Window Washing Services

Draft - List of Key Personnel

Approved Price Form

TRS Solicitation Name: Window Washing Services

Price Form

Respondent must enter a price for each item listed.

No additional amount will be paid for any costs or charges incurred by the awarded Contractor, which is not listed on the price form.

Reimbursement is limited to direct costs (no indirect costs). All reimbursement requires pre-approval by the TRS Project Manager before the cost is incurred.

Item Unit Unit Price per

Unit

Estimated Quantity-

(Minimum twice per year)

Extended Price

1. Exterior Window

Cleaning-Alpha Building

Per Service

$ 2 $

2. Exterior Window

Cleaning-Bravo Building

Per Service

$ 2 $

3. Interior Window

Cleaning-TRS Alpha Building

Per Service

$ 2 $

4. Interior Window

Cleaning-TRS Bravo Building

Per Service

$ 2 $

5. Additional Services Per Hour $ 2 $

Respondents may provide a list of Optional/Supplemental Services that…