ESBD_File_332632_IFB 802-24-36467 JANITORIAL Brownsville .pdf

INVITATION FOR BID – SERVICES

SEND INVOICE TO: RETURN BIDS TO BIDDER MUST SIGN BELOW

Texas Parks and Wildlife Department ATTN: Accounts Payable 4200 Smith School Road Austin, Texas 78744

Margaret.Scarborough@tpwd.texas.gov, or return to:

TPWD – Coastal Fisheries

Attn: Margaret Scarborough 4200 Smith School Road

Austin, Texas 78744

BID OPENING 2:00 PM 8/29/2023

REQUISITION NO. 802-24-36467

Page ____1___

Of ____45______

By signing this bid, bidder certifies that if a Texas Address is shown as the address of the bidder, bidder qualifies as a Texas bidder as defined in Title 34 TAC Rule 20.32(68).

FAILURE TO MANUALLY SIGN THE BID ABOVE WILL DISQUALIFY BID.

AWARD NOTICE: The State reserves the right to make an award on the basis of low line-item bid, low total of line items, or in any other combination that will serve the best interest of the State and to reject any and all bid items in the sole discretion of the State.

Item Description Class/Item 910-39 Quantity Unit of Measure Unit Price Extension

Texas Parks and Wildlife Department (TPWD) is soliciting bids for janitorial services at the TPWD Coastal Fisheries Lower Laguna Brownsville Field Station, approximately 3,381 square feet total, located at 95 Fish Hatchery, Brownsville, TX 78520. The Lower Laguna Brownsville Field Station is comprised of three buildings, the Main Building, Omar Torres (OT) Wet Lab, and the Ecosystem Resource Assessment Team office that will require commercial janitorial services for the buildings in accordance with the scope of work included in this solicitation dated August 2023. See Attachments A for Maps of service area.

1. Monthly Janitorial Services for main office building. 12 MO $ $

2. Semi-annual Janitorial Services for main office building. 2 MO $ $

3. Monthly Janitorial Services for Ecosystem Resources Assessment Team office.

12 MO $ $

4. Semi-annual Janitorial Services for Ecosystem Resources Assessment Team office.

2 MO $ $

5. Monthly Janitorial Services for the OT Wet Lab. 12 MO $ $

6. Semi-annual Janitorial Services for the OT Wet Lab. 2 MO $ $

Offered by a Historically Underutilized Business certified by CPA.

AUTHORIZED SIGNATURE DATE

SHOW BID OPENING

DATE AND REQUISITION

NUMBER ON SEALED BID

ENVELOPE AND SHOW

RETURN ADDRESS OF FIRM

BIDDER AGREES TO

COMPLY WITH ALL

CONDITIONS OF THIS BID.

BID F.O.B. AGENCY RECEIVING ROOM

UNLESS OTHERWISE SPECIFIED BELOW

DESTINATION IF DIFFERENT THAN ABOVE

TPWD-Coastal Fisheries Brownsville Field Station 95 Fish Hatchery, Brownsville, TX 78520

See instructions for Texas ID Number in General Terms & Conditions, Paragraph 1.10.

Bidder Must Fill in

TEXAS ID NUMBER

Name of Firm Street Address City–State-Zip Telephone No.

Email address

FAILURE TO

MANUALLY

SIGN WILL

DISQUALIFY BID

mailto:Margaret.Scarborough@tpwd.texas.gov

IFB No. 802-24-36467 Page 2 of 45

IFB_Services_042023

PREFERENCES: See Appendix 21 of the State of Texas Procurement and Contract Management Guide regarding preferences.

Check below to claim a preference under Title 34 TAC Rule 20.38

□ Goods produced or offered by a Texas bidder that is owned by a Texas resident service-disabled veteran

□ Goods produced in Texas or offered by a Texas bidder that is not owned by a Texas resident service-disabled veteran

□ Agricultural products grown in Texas

□ Agricultural products offered by a Texas bidder

□ Services offered by a Texas bidder that is owned by a Texas resident service-disabled veteran

□ Services offered by a Texas bidder that is not owned by a Texas resident service-disabled veteran

□ Texas Vegetation Native to the Region

□ USA produced supplies, materials or equipment

□ Products of persons with mental or physical disabilities

□ Products made of recycled, remanufactured, or environmentally sensitive materials including recycled steel

□ Energy Efficient Products

□ Rubberized asphalt paving material

□ Recycled motor oil and lubricants

□ Products produced at facilities located on formerly contaminated property

□ Products and services from economically depressed or blighted areas

□ Vendors that meet or exceed air quality standards

□ Recycled or Reused Computer Equipment of Other Manufacturers

□ Foods of Higher Nutritional Value

FOR FURTHER INFORMATION CONTACT PURCHASER:

Margaret Scarborough, CTCM, CTCD - PHONE 512-389-4725 Email: margaret.scarborough@tpwd.texas.gov

IFB No. 802-24-36467 Page 3 of 45

Solicitation 802-24-36467 Specifications for Janitorial Services for Brownsville Office

1. INTRODUCTION: Texas Parks and Wildlife Department (TPWD) is soliciting bids for janitorial services at the TPWD Coastal Fisheries Lower Laguna Brownsville Field Station, approximately 3,381 square feet total, located at 95 Fish Hatchery, Brownsville, TX 78520. The Lower Laguna Brownsville Field Station is comprised of three buildings, the main office building, wet lab, and the Ecosystem Resource Assessment Team office that will require commercial janitorial services for the buildings in accordance with the following scope of work.

2. TERM OF CONTRACT: Contract shall commence on September 1, 2023, or upon date of award, whichever is later, and continue through August 31, 2024, unless sooner terminated under the terms of this contract.

2.1. Contract Renewals: This contract may be renewed for up to four (4) additional one (1) year periods, provided both parties agree in writing to do so, based on funds availability and vendor performance. Any extension shall be at the same terms and conditions, plus any approved changes. If the contract is extended under this option, the contractor shall be given written notification of the period in which the services shall occur after being determined by TPWD.

2.2. Contract Extensions: In the event that the contract(s), if any, resulting from the award of this IFB shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, TPWD may, with the written consent of the awarded supplier(s), extend the contract for a period of time as may be necessary to permit TPWD continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be at the same terms and conditions, plus any approved changes.

3. MANDATORY PRE-BID SITE INSPECTION: Bidders are required to attend a mandatory pre-bid site visit to inspect the work site to become familiar with the condition and equipment needed to conduct the requested services.

3.1. The mandatory pre-bid site visit will be held by appointment between August 15, 2023, and August 22, 2023, at the Lower Laguna Madre Field Station. TPWD Site Visit contact is Jason Ferguson and may be contacted at 956/350-4490 or Jason.Ferguson@tpwd.texas.gov . No site visits will be conducted before or after these dates.

3.2. Note: Attendees should be prepared to tour the site on foot with proper clothing and footwear.

4. Definition of Services:

4.1. Damp Mop – To clean with a mop that has been slightly moistened or soaked in water and wrung out; Linoleum-covered floor shall be free of all dirt, dust, grit, marks, and debris. Damp-mop the floor, being careful to prevent standing water on the floor.

4.2. Dust Mop – To clean with a mop with absorbent material; Linoleum-covered or non-carpeted floors shall be free of dry, loose contamination such as dust, earth, sand, and debris from the surface of the floor.

mailto:Jason.Ferguson@tpwd.texas.gov

IFB No. 802-24-36467 Page 4 of 45

4.3. Dusting – To remove dust from the surface by wiping with rag or dusting tools; Surfaces shall be free of all dirt, dust, dust streaks, lint and cobwebs. Dusting shall be completed prior to vacuuming, sweeping and dust mopping.

4.4. Glass Cleaning – To clean and polish glass/mirror surfaces with a rag or cleaning cloth and glass cleaner; Glass/mirror surfaces shall be free of streaks, film, deposits, debris and stains and shall have a uniformly bright appearance.

4.5. Sanitize – To clean and disinfect surfaces with a rag or cleaning cloth and anti-bacterial cleaning solution; Water fountains, sinks, break room, bathroom and wet lab counters shall be cleaned with an anti-bacterial cleaning product suitable for use on these surfaces.

4.6. Vacuuming – To clean with a vacuum cleaner; All accessible carpet shall be free of all dirt, dust, grit, lint, and debris. Vacuum shall have adequate suction to lift dirt, grit, and debris from the base of the carpet nap. Vacuum must not discharge dust or other materials into the air. It is preferred that a HEPA (High-Efficiency Particulate Air) filter be used in vacuum cleaners.

4.7. Stain Removal – To remove a mark or spot left by one substance on a specific surface using the appropriate solvent or detergent and cleaning tools; All spots or stains shall be removed immediately with an appropriate carpet cleaning solution in such a manner as to not leave rings or discoloration.

5. MAIN BUILDING SCOPE OF WORK

5.1 WEEKLY SERVICES (Invoiced Monthly):

5.1.1. Entry Foyers (3), Reception Area and Hallways – shall be cleaned once per week.

5.1.2. All glass doors and windows shall be cleaned (inside and outside) with an appropriate glass cleaner leaving no streaks. Door handles inside and out shall be cleaned and sanitized.

5.1.3. Outside landings entries, vestibules, steps, and overheads shall be swept to remove dirt and spider webs.

5.1.4. Reception counter, tables, filing cabinets, windowsills, base boards, fire extinguishers, door frames and any other flat surface shall be dusted.

5.1.5. Clean light switch covers and smudges on wall surfaces up to a height of 5 feet.

5.1.6. Clean and sanitize water faucets.

5.1.7. Empty/remove all trash liners and replace them with clean liners; remove trash to designated area.

5.1.8. All linoleum floors shall be swept, and damp mopped.

5.1.9. The carpeted area shall be vacuumed. Floor mats by all entry and exit doors and vestibules must be vacuumed and straightened; dirt from beneath floor mats shall be removed.

5.1.10 Conference Room:

5.1.10.1 Conference room shall be cleaned once per week.

5.1.10.2 The carpeted area shall be vacuumed.

5.1.10.3 Doors handles shall be cleaned and sanitized.

5.1.10.4 The top of the conference table and filing cabinet shall be cleaned with an appropriate cleaner.

5.1.10.5 Conference chairs shall be wiped down with clean, damp cloth.

IFB No. 802-24-36467 Page 5 of 45

5.1.10.6 Small desks with audio-visual shelf surfaces and picture frames shall be dusted.

5.1.10.7 Clean light switch covers and smudges on wall surfaces up to a height of 5 feet.

5.1.11 Mail/Copy Areas – shall be cleaned once per week.

5.1.11.1 Empty/remove all trash liners and replace them with clean liners;

remove trash to designated area.

5.1.11.2 Tables, filing cabinets, counter, printers, copiers, electrical equipment, and any other flat surface shall be dusted.

5.1.11.3 The carpeted area shall be vacuumed.

5.1.11.4 Clean light switch covers and smudges on wall surfaces up to a height of 5 feet.

5.1.12 All Offices:

5.1.12.1 Counter tops, tables, filing cabinets, windowsills, base boards, and any other flat surface shall be dusted, computers, monitors and printers shall be dusted.

5.1.12.2 Empty/remove all trash liners and replace them with clean liners;

remove trash to designated area.

5.1.12.3 Doors handles shall be cleaned and sanitized.

5.1.12.4 Carpeted floors shall be vacuumed.

5.1.12.5 Clean light switch covers and smudges on wall surfaces up to a height of 5 feet.

5.1.13. Restroom:

5.1.13.1 Restrooms shall be cleaned once per week.

5.1.13.2 Bathroom counters, fixtures, and sinks must be cleaned and sanitized.

Fixtures and metal surfaces shall be clean and bright with a uniform luster.

There shall be no dust, spots, stains, smears, rust, old encrustation, fingermarks, or excess moisture on any surface.

5.1.13.3 Walls, including wall switch covers, around sinks, and toilet bowls shall be cleaned up to a height of 5 feet.

5.1.13.4 Clean commodes inside and out utilizing solution containing a commercial grade disinfectant.

5.1.13.5 Mirrors shall be cleaned with an appropriate glass cleaner leaving no streaks.

5.1.13.6 Toilet paper and soap shall be refilled as needed.

5.1.13.7 The top surfaces must be wiped clean and sanitized.

5.1.13.8 Empty/remove all trash liners (including sanitary napkin liners) and replace them with clean liners, remove trash to designated area.

5.1.13.9 Lavatory floors shall be swept and mopped, including behind doors, utilizing a germicidal solution.

5.1.13.10 Doors must be cleaned, including any glass and hardware. Door handles must be sanitized.

5.1.14 Kitchen:

5.1.14.1 Kitchen shall be cleaned once per week.

5.1.14.2 Linoleum shall be swept, and damp mopped.

5.1.14.3 Counter and any other flat surface, including external surfaces of appliances, shall be wiped down and sanitized.

IFB No. 802-24-36467 Page 6 of 45

5.1.14.4 The sinks shall be cleaned and sanitized. Fixtures and metal surfaces shall be clean and bright with a uniform luster. There shall be no dust, spots, stains, smears, rust, old encrustation, fingermarks, or excess moisture on any surface. Dishes in sink shall be cleaned and placed in drying rack.

5.1.14.5 Door handles shall be cleaned and sanitized.

5.1.14.6 Empty/remove all trash liners and replace with clean liners, remove trash to designated area.

5.1.14.7 Clean light switch covers and smudges on wall surfaces.

5.1.14.8 Refill paper products and soap dispenser as needed.

5.2 MONTHLY SERVICES:

5.2.1 Shall be scheduled outside of normal business hours as mutually agreed upon by both parties. The following cleaning services shall be performed in all public areas of the main building once per month:

5.2.2 Dust high areas throughout the building to remove cobwebs.

5.2.3 Dust door frames, bulletin boards, pictures, and clocks.

5.2.4 Return air vents, window frames, windowsills, window blinds and baseboards shall be dusted.

5.3 SEMI-ANNUAL SERVICES:

5.3.1 Shall be scheduled outside of normal business hours as mutually agreed upon by both parties. The following cleaning services shall be performed semi-annually (every 6 months) in all public areas of the main building:

5.3.2 All linoleum floors shall be stripped, waxed, and buffed (2 times per year)

5.3.3 All windows and window screens cleaned inside and out (2 times per year)

6. ECOSYSTEM RESOURCE ASSESSMENT TEAM OFFICE

6.1. WEEKLY SERVICES (Invoiced Monthly):

6.1.1 Office:

6.1.1.1 Door handles shall be cleaned and sanitized.

6.1.1.1 Empty/remove all trash liners and replace with clean liners, remove trash to designated area.

6.1.1.2 Filing cabinets, bookshelves, windowsills, picture frames, fire extinguishers, computers, monitors, printers, and any other flat surface shall be dusted.

6.1.1.3 Desktop shall be wiped down with clean, damp cloth.

6.1.1.4 Floor shall be swept, and damp mopped.

6.1.1.5 Clean light switch covers and smudges on wall surfaces.

6.1.1.6 Wet Laboratory Library area – shall be cleaned once per week.

6.1.1.7 Door handles shall be cleaned and sanitized.

6.1.1.8 Empty/remove all trash liners and replace with clean liners, remove trash to designated area.

6.1.1.9 Bookshelves, tops of books, file cabinets and any other flat surfaces shall be dusted.

6.1.1.10 The floor shall be swept and damp-mopped from corner to corner.

6.1.1.11 Wet Laboratory – shall be cleaned once per week.

6.1.1.12 Door handles shall be cleaned and sanitized.

IFB No. 802-24-36467 Page 7 of 45

6.1.1.13 Empty/remove all trash liners and replace with clean liners, remove trash to designated area.

6.1.1.14 The sinks shall be cleaned and sanitized. Fixtures and metal surfaces shall be clean and bright with a uniform luster. There shall be no dust, spots, stains, smears, rust, old encrustation, fingermarks, or excess moisture on any surface.

6.1.1.15 Counters shall be wiped down with clean, damp cloth and sanitized.

6.1.1.16 The floor shall be swept and damp-mopped from corner to corner.

6.1.1.17 Clean light switch covers and smudges on wall surfaces up to a height of 5 feet.

6.1.2 Restroom:

6.1.2.1 Bathroom shall be cleaned once per week.

6.1.2.2 Bathroom counters, fixtures, and sinks must be cleaned and sanitized.

Fixtures and metal surfaces shall be clean and bright with a uniform luster.

There shall be no dust, spots, stains, smears, rust, old encrustation, fingermarks, or excess moisture on any surface.

6.1.2.3 Walls, including wall switch covers, around sinks, urinals and toilet bowls shall be cleaned.

6.1.2.4 Clean commodes inside and out utilizing solution containing a commercial grade disinfectant.

6.1.2.5 Mirrors shall be cleaned with an appropriate glass cleaner leaving no streaks.

6.1.2.6 Toilet paper and soap shall be refilled as needed.

6.1.2.7 Empty/remove all trash liners (including sanitary napkin liners) and replace them with clean liners, remove trash to designated area.

6.1.2.8 Lavatory floors shall be swept and mopped, including behind doors, utilizing a germicidal solution.

6.1.2.9 Doors must be cleaned; door handles must be sanitized.

6.2 MONTHLY SERVICES:

6.2.1 Shall be scheduled outside of normal business hours as mutually agreed upon by both parties. The following cleaning services shall be performed in all public areas of the Ecosystem Resource Management Team office:

6.2.2 High dusting to remove cobwebs.

6.2.3 Return air vents, window frames, windowsills, window blinds and baseboards shall

6.3 SEMI ANNUAL SERVICES:

6.3.1 Shall be scheduled outside of normal business hours as mutually agreed upon by both parties. The following cleaning services shall be performed semi-annually (every 6 months):

6.3.2 All linoleum floors shall be waxed and buffed.

6.3.3 All windows and window screens must be cleaned inside and out.

7. Omar Torres (OT) LAB BUILDING (Wet Lab)

7.1 WEEKLY SERVICES (Invoiced Monthly):

7.1.1 Door handles shall be cleaned and sanitized.

IFB No. 802-24-36467 Page 8 of 45

7.1.2 Empty/remove all trash liners and replace with clean liners, remove trash to designated area.

7.1.3 The sinks shall be cleaned and sanitized. Fixtures and metal surfaces shall be clean and bright with a uniform luster. There shall be no dust, spots, stains, smears, rust, old encrustation, fingermarks, or excess moisture on any surface.

7.1.4 Center counters shall be wiped down with clean, damp cloth and sanitized.

7.1.5 The floor shall be swept and damp-mopped from corner to corner.

7.1.6 Clean light switch covers and smudges on wall surfaces up to a height of 5 feet.

7.1.2 Restroom:

7.1.2.1 Shall be cleaned once per week.

7.1.2.2 Bathroom counters, fixtures, and sinks must be cleaned and sanitized. Fixtures and metal surfaces shall be clean and bright with a uniform luster. There shall be no dust, spots, stains, smears, rust, old encrustation, fingermarks, or excess moisture on any surface.

7.1.2.3 Bathroom showers and fixtures shall be cleaned and sanitized. Fixtures and metal surfaces shall be clean and bright with a uniform luster. There shall be no dust, spots, stains, smears, rust, old encrustation, fingermarks, mold, or excess moisture on any surface.

7.1.2.4 Walls, including wall switch covers, around sinks, urinals and toilet bowls shall be cleaned.

7.1.2.5 Clean commode inside and out utilizing solution containing a commercial grade disinfectant.

7.1.2.6 Mirrors shall be cleaned with an appropriate glass cleaner leaving no streaks.

7.1.2.7 Toilet paper and soap shall be refilled as needed.

7.1.2.8 Empty/remove all trash liners (including sanitary napkin liners) and replace them with clean liners, remove trash to designated area.

7.1.2.9 Lavatory floors shall be swept and mopped, including behind doors, utilizing a germicidal solution.

7.1.2.10 Doors must be cleaned; door handles must be sanitized.

7.2 MONTHLY SERVICES:

7.2.1 Shall be scheduled outside of normal business hours as mutually agreed upon by both parties. The following cleaning services shall be performed in all public areas of the Ecosystem Resource Management Team office:

7.2.2 High dusting to remove cobwebs.

7.2.3 Return air vents, window frames, windowsills, window blinds and baseboards shall

7.3 SEMI ANNUAL SERVICES:

7.3.1 Shall be scheduled outside of normal business hours as mutually agreed upon by both parties. The following cleaning services shall be performed semi-annually (every 6 months):

7.3.2 All linoleum floors shall be waxed and buffed (2 times per year).

7.3.3 All windows and window screens must be cleaned inside and out (2 times per year).

8. Work Schedule:

IFB No. 802-24-36467 Page 9 of 45

8.1 Contractor shall provide janitorial services one (1) day each week on a day mutually agreed upon between the hours of 8:30 AM to 12:30 PM not including state holidays (see Exhibit C) and monthly or semi-annually for specific services identified within.

8.2 A Contractor’s ability to meet this project schedule may be a factor in determining the award.

9. EQUIPMENT:

9.1. TPWD FURNISHED MATERIALS:

9.1.1. Two outside dumpsters are available to dispose of trash removed from designated areas.

9.2. CLEANING OF EQUIPMENT:

9.2.1. Contractor shall be required to wash and clean equipment in accordance with TPWD’s on-site manager or designer.

9.2.2. Contractors may be permitted to leave equipment on-site per TPWD staff’s direction.

9.2.3. Limited space is available for contactor to store basic equipment and supplies on-site.

One small closet (approximately 6’x6’) is provided in the main building.

9.3. All other areas of the facilities are closed and off limits to the contractor and their employees.

10. MINIMUM QUALIFICATIONS:

10.1. A contract shall be awarded ONLY to a contractor who is experienced in providing the services contained herein. Qualifications will also apply to any subcontractor hired by the contractor to provide these services. Awarded contractor and their subcontractors shall meet the following minimum qualifications:

10.1.1. Shall be in the business of providing commercial janitorial services, with minimum two (2) years of experience providing and performing services similar in size and scope to that described herein; Recent start-up businesses to do not meet the requirement of this solicitation.

10.1.2. Shall have the necessary qualified personnel, skills, and equipment to fulfill all requirements under this solicitation and any resulting contract; Qualified Personnel shall be available to perform services upon Notice of Award.

10.1.3. The contractor shall employ supervisors and personnel who are experienced in performing commercial janitorial services. The Contractor shall ensure that all personnel assigned to this work site have at least one (1) years’ experience in commercial janitorial services, either with the Contractor or another commercial janitorial company.

10.1.4. Contractor shall submit the names, address, daytime telephone number and driver’s license numbers of the personnel who will be responsible for providing commercial janitorial services at this facility to TPWD upon notification of intent to award and before a contract is approved.

10.2. Complete Exhibit A – Company Profile, and Exhibit B - Past Projects with Corresponding References, and return with bid.

10.3. Bidders shall submit a minimum of three (3) references for their performance of similar services performed within the past two years. References must be verifiable by phone or email within ten (10) working days of bid evaluation.

IFB No. 802-24-36467 Page 10 of 45

10.4. Note: A start up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history of expertise.

11. CRIMINAL BACKGROUND CHECKS:

11.1. TPWD will conduct a criminal background check (CBC) on all staff assigned to perform the services. TPWD reserves the right to refuse personnel with a criminal background that in TPWD’s sole discretion may put state property or personnel at risk.

11.1.1. Contractor will be required to replace personnel within seven (7) calendar days of TPWD’s notice.

11.2. 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 TPWD as to the facts and circumstances surrounding the conviction.

11.3. Contractor’s employees and subcontractors that will complete any services described herein will be subject to a criminal background check. A complete criminal background check shall be completed by TPWD before any employee performs services and may be requested at any time thereafter.

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

12. CONTRACTOR REQUIREMENTS:

12.1. Contractor shall provide experienced janitors to perform weekly commercial janitorial services on a day mutually agreed upon between 8:30 a.m. and 12:30 p.m., unless otherwise specified.

12.2. Contractor shall furnish all labor, materials (except TPWD furnished materials as specified herein), equipment, any other need necessary or incidental to provide commercial janitorial services in accordance with the terms and conditions as set forth herein. No material shall be used which can damage building finishes, including walls, wall coverings, fixtures, furnishing, floors, floor covering, toilet fixtures, painted surfaces, plumbing, glass, furniture, or any other item being cleaned.

12.3. Contractor is responsible for all commercial janitorial supplies and equipment necessary to properly perform the work specified in this solicitation. These supplies and equipment include but are not limited to, mops, dusting cloths, polishes, vacuum cleaners, brushes, buckets, detergents, scouring powders, disinfectants, wax, wax machines, commercial grade approved disinfectant, and any other equipment or supply necessary to perform services specified herein.

12.4. Contractor’s supervisor shall conduct monthly inspections of their work crew during business hours (8:00 am – 5:00 pm, Friday) and shall be responsible for providing adequate supervision to assure competent and satisfactory performance of the services required under this contract. Contractor’s supervisor shall communicate with the facility

IFB No. 802-24-36467 Page 11 of 45 manager or his/her designee during these visits to address any concerns or discrepancies in service.

12.5. Contractor shall ensure that assigned contractor staff sign in and out of the TPWD facility each service day on the maintenance log.

12.6. Contractor shall list janitorial needs in the maintenance log.

12.7. Contractor must maintain employees sufficient to meet the needs specified herein.

12.8. Contractor must ensure all commercial janitorial services are completed during the hours specified by TPWD.

12.9. Contractor must perform all services provided in the contract in accordance with customary and reasonable industry standards.

12.10. Contractor is responsible for all materials and equipment stored at the work site.

12.11. Contractor shall be solely responsible for the safe operation of all equipment used and for the safety of all personnel employed by or under contract to the Contractor.

12.12. Contractor shall be solely responsible for any damage attributable to Contractor’s operation. Contractor, at their own expense, shall repair any such damage immediately.

The repair work is subject to acceptance by TPWD.

12.13. Contractor shall provide all labor, equipment, supervision and any other necessary and incidental materials to complete the services.

12.14. Contractor is responsible for any and all clean up caused by the services.

12.15. Contractor and contractor employees shall exercise care not to damage TPWD property facilities.

12.16. Contractor shall assume responsibility for all damages incurred by their staff.

12.17. Contractor shall assume responsibility for all keys and equipment provided by TPWD.

12.18. In the event of lost keys, contractor shall bear entire cost of rekeying locks, providing replacement keys and hardware changes as deemed necessary by TPWD.

12.19. Contractor shall reimburse TPWD for replacement and/or repair of damaged property and facilities resulting from contractor’s negligence or omissions, within thirty (30) calendar days from receipt of being notified of actual cost of damage.

12.20. Reimbursement cost or replacement includes but is not limited to the payment for repair or replacement of damaged property, facilities, freight, services, and TPWD staff time to process orders for such repairs and replacements.

12.21. Contractor shall be solely responsible for maintaining safety at all work sites. Contractor shall take all reasonable steps to ensure safety for both workers and the public.

13. PERFORMANCE MEASURES:

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

13.2. TPWD 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), TPWD may impose remedies if the Contractor or subcontractor(s) fails to meet their responsibilities as outlined in the IFB and the terms and conditions of the contract. All services and

IFB No. 802-24-36467 Page 12 of 45 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 TPWD deems that the Contractor’s performance does not meet an acceptable quality level of service and deliverables, TPWD may seek or negotiate remedies with the Contractor.

13.3. TPWD will monitor vendor performance. Failure to provide services in accordance with requirements specified herein and the resulting contract(s) and adherence to the TPWD Terms and Conditions may be considered, by TPWD, as unsatisfactory performance by the contractor. An unsatisfactory performance may result in a negative vendor performance report, or cancellation of the contract or both.

14. TPWD RESPONSIBILITIES:

14.1. TPWD will designate a Contract/Project Manager upon contract award.

14.2. TPWD will furnish restroom and kitchen consumable products (toilet tissue, paper towels, and liquid hand soap). If any of these products need to be replenished, the contractor may notify the office via the maintenance log and TPWD will have these products available by the next scheduled cleaning date.

14.3. TPWD will notify vendor of issues that need to be resolved using the maintenance log.

14.4. PWD will monitor vendor performance. Failure to provide services in accordance with requirements specified herein and the resulting contract(s) and adherence to the TPWD Terms and Conditions may be considered, by TPWD, as unsatisfactory performance by the contractor. An unsatisfactory performance may result in a negative vendor performance report, or cancellation of the contract or both.

15. INSPECTIONS OF SERVICES:

15.1. All services shall be subject to quality inspections by TPWD during the term of the contract. All inspections shall be made in such a manner as not to unduly delay the work. Should any services not be performed according to specifications listed within the scope of work of this contract, TPWD will have the right to require the Contractor to perform the services again in conformity with the requirements of the contract, at no additional cost.

15.2. A maintenance logbook will be maintained by TPWD to facilitate communication between the cleaning crew and TPWD staff and will be located in the janitorial storage room of the main building. Cleaning deficiencies identified by TPWD will be included in the log. The cleaning crew shall use the log to inform TPWD of problems, concerns and when TPWD provided supplies are needed. The log will be reviewed by the cleaning crew and initialed at each weekly visit before services begin.

15.3. For cleaning deficiencies identified in the maintenance log, the cleaning crew will correct the deficiency during the next visit unless other arrangements are made with the facility manager or his/her designee.

15.4. If more than eight (8) instances of problems requiring resolution occur within any two

(2) month period, a vendor performance report may be filed with the Texas Comptroller of Public Account’s Office.

16. SAFETY: ALL EQUPMENT USED ON GOVERNMENT PROPERTY WILL BE IN

ACCORDANCE WITH O.S.H.A. REGULATIONS. ALL SAFETY EQUIPMENT WILL BE

IFB No. 802-24-36467 Page 13 of 45

USED AT ALL TIMES WHEN OPERATING EQUIPMENT ON GOVERNMENT

PROPERTY

17. ADDITIONAL SERVICES: Where found to be in the best interest of TPWD, this contract may be amended in writing to provide additional services, provided that such additional services are within the original scope and intent of the contract. For example, additional clearing services are needed during the term of contract. In such cases, the contractor shall provide a written quotation for performing the additional work. TPWD contracting section will execute an amendment for additional services, no additional services shall be performed without a fully executed amendment to the contract.

18. QUANITIES: Quantities listed are projected order quantities. TPWD reserves the right to increase or decrease quantities prior to the award depending on bid results and budget constraints. Unless this solicitation document states otherwise, the resulting contract award does not guarantee volume or commitment of funds. TPWD will only pay for actual goods received or services performed.

19. INSURANCE:

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

Type of Insurance Each Occurrence/Aggregate Workers Compensation Statutory 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

$500,000 Bodily Injury & Property Damage - Each Occurrence

$1,000,000 Aggregate Limit $5,000 Medical Expense Each Person $500,000 Personal Injury & Advertising

Liability $1,000,000 Products / Completed Operations

Aggregate Limit Automobile Liability All Owned, Hired and Non-

Owned Vehicles $500,000 Combined Single Limit

Note: Workers’ Compensation is required by an "employer" which is defined as "a person who employs one or more employees." If the respondent has no employees, such insurance is not required. If the respondent claims they have no employees, TPWD will require a statement to that fact.

19.2. Policy must contain an additional insured endorsement: The State of Texas, acting through Texas Parks and Wildlife Department and its officers and employees, is listed as an additional insured and loss payee.

IFB No. 802-24-36467 Page 14 of 45

19.3. Prior to the commencement of the job and not later than ten (10) days following award, the Contractor shall furnish to TPWD, for approval, a certificate of insurance as proof that the required insurance is in full force and effect.

19.4. The certificate of insurance shall be sent to: Margaret Scarbrough, Coastal

Fisheries Budget Analyst, 4200 Smith School Road, Austin, TX 78744

20. INQUIRIES:

20.1 CONTACT:

All requests, questions, or other communications about this Solicitation shall be made in writing to TPWD’s Purchasing Department, addressed to the following person:

Margaret Scarborough, CTCM, CTCD Coastal Fisheries, Budget Analyst 4200 Smith School Road Austin, TX 78744

Phone: 512-389-4725 Email:

margaret.scarbrough@tpwd.texas.gov

20.2. CLARIFICATIONS:

TPWD will allow written requests for clarification of this Solicitation. Questions may be faxed or e-mailed to the point-of-contact listed above. Questions should be submitted in the following format: a) Reference the Solicitation number; b) Reference the Section number, Page number, Paragraph number, and Text of passage being questioned; and c) Question.

20.3 PROHIBITED COMMUNICATIONS:

Upon issuance of this solicitation, TPWD, its representative(s), or partners will not answer questions or otherwise discuss the contents of this Solicitation with any potential Respondent or their representative(s), except for the written inquires described in Section 20.2 above. Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may disqualify Respondent. Respondent shall rely only on written statements issued through or by TPWD’s purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

21. DELIVERY AND ACCEPTANCE:

21.1. Project Completion Delays:

If delay is foreseen, Contractor shall give written notice to TPWD. Default in promised Completion without accepted reasons or failure to meet specifications authorizes TPWD to purchase services of this contract elsewhere and charge any increased costs for the services, including the cost of re-soliciting, to the Contractor.

mailto:margaret.scarbrough@tpwd.texas.gov

IFB No. 802-24-36467 Page 15 of 45

21.2. Acceptance:

All services performed will be subject to acceptance inspection upon completion.

Acceptance inspection will not take more than five (5) working days, weather permitting. Vendor will be notified within this time frame of any units not delivered in full compliance with the purchase order specifications.

22. BID RESPONSE INSTRUCTIONS:

22.1. Bid Submission:

22.1.1. Submission Deadline: All bids shall be received, and time stamped at TPWD prior to 2:00 PM Central Time on the “Bid Opening” date specified on the IFB Cover Page (page 1). Late bids will not be considered under any circumstance and will be returned.

22.1.2. General Format: Respondent shall submit bid response, signed dated and completed.

22.1.3. Bid Delivery: Bids may be returned via email to

margaret.scarbrough@tpwd.texas.gov. Bids returned by mail or hand delivery should be placed in a sealed envelope and correctly identified with IFB number, submittal deadline/opening date and time. Bids returned by fax should include a fax cover sheet correctly identified with IFB number, submittal deadline/opening date and time. It is the Bidder’s responsibility to appropriately mark and deliver the bids to TPWD by the specified date.

22.1.4. Respondents are responsible for all costs of bid preparation.

22.2. Bid Content: Below is a summary of required and requested information. Bids submitted without this information will be evaluated accordingly. TPWD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state.

22.2.1. Bid Form: Respondent must submit the IFB form, signed, dated and completed. Failure to submit this information will result in disqualification of bid.

22.2.2. Exhibit A: Company Profile

22.2.3. Exhibit B: Holiday Schedule

22.2.4. Exhibit C: Past Projects with Corresponding References

22.2.5. Exhibit D: Commercial Janitorial Cleaning Schedule

22.2.6. Exhibit E: General Terms and Conditions

mailto:margaret.scarbrough@tpwd.texas.gov

IFB No. 802-24-36467 Page 16 of 45

22.3. Response Period: Responses shall be binding for a period of sixty (60) business days from bid due date. No other costs, rates, or fees shall be payable to the Successful Respondent unless expressly agreed upon in writing by TPWD.

23. EVALUATION AND AWARD:

23.1. An award will be made on an all or none basis. Only responses submitted by the bid opening, with required submittal documents and meeting qualifications will be considered. Failure to submit the required information may cause rejection of the bid response. TPWD reserves the right to waive informalities and minor irregularities in bids received.

23.2. TPWD reserves the right to consider respondent qualifications, equipment, facility, references; conduct studies and other investigations as necessary to evaluate any response; request additional relevant information; disqualify bid based on unsatisfactory reference checks, reports, and records of service.

23.3. Award: TPWD will award a Contract to the respondent whose quote is considered to be the Best Value to TPWD, price and other factors considered. The following factors may be used to evaluate bids:

23.3.1. Lowest Price

23.3.2. Ability, Qualifications and Experience - Meeting or Exceeding the

Requirement

23.3.3. Delivery / Service Schedule

23.3.4. Past Performance

24. INVOICING AND PAYMENT: The following procedures apply to invoicing and payment in addition to those listed in the General Terms and Conditions, Para. 9:

24.1. Contractor to submit invoice(s) to: Texas Parks & Wildlife, Accounts Payable, 4200 Smith School Road, Austin, Texas 78744.

24.2. Invoices must show:

24.2.1. Name of Contractor exactly as shown on the contract, Texas Payee

Identification Number (PIN), and correct "Remit to" address

24.2.2. Name of receiving entity

24.2.3. Contract/purchase order number

24.2.4. Description, quantity, unit of measure, unit price, extended price of each item

24.2.5. Total price

24.2.6. Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice

24.2.7. Attach supporting documentation, if required

24.3. Payment:

IFB No. 802-24-36467 Page 17 of 45

24.3.1. Contractor will be paid for the services performed as invoiced. If another payment mechanism is agreed to by the parties, then contractor will be paid in accordance with the agreement approved by the parties.

24.3.2. Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of services ordered, whichever is later. State agencies are required by state law to pay properly submitted invoices within 30 days or the Contractor may charge a late payment fee established by law.

24.3.3. Payments for services purchased with state appropriated funds will be made through state warrants issued by the Comptroller of Public Accounts. Payments by qualified ordering entities will be made through the entities’ local payment system.

24.3.4. Electronic payment may be available through some ordering entities. Contact

Accounts Payable at 512-389-4833 for additional information.

25. BIDDER AFFIRMATION

25.1. Bidder has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant connection with the submitted bid.

25.2. Pursuant to Texas Government code, Title 10, Subtitle D, Section 2155.004(a), the bidder has not received compensation for participation.

IFB No. 802-24-36467 Page 18 of 45

Attachment A

IFB No. 802-24-36467 Page 19 of 45

EXHIBIT A – COMPANY PROFILE

Respondent shall use this exhibit (or a reasonable facsimile) to clearly demonstrate how they meet the requirements set forth in this IFB. This form may be modified as needed to comply with the requirement to document company information. Failure to return this exhibit (or a reasonable facsimile) may result in the proposal being considered non-responsive.

Company Name:

Number Years in Business: Number of Employees:

Principal place of business (Corporate Headquarters):

Address:

City, State, Zip:

Facility responsible for servicing the contract:

Address:

City, State, Zip:

Contact Person regarding company’s proposal submission to the solicitation:

Name / Title:

Phone Number: Fax Number:

Email Address:

Personnel who will be responsible for the management and day-to-day operations of the services solicited in this IFB.

Name/Title:

Indicate if your company or any of its subsidiaries filed or met criteria for bankruptcy within last five years.

__Yes __No If yes, explain.

Indicate if your company or any of its subsidiaries has been involved in litigation within last five years. If yes, explain.

__Yes __No If yes, explain.

Description of firm's background, history, and qualifications: (You may attach additional page for this section.)

IFB No. 802-24-36467 Page 20 of 45

Exhibit B - Holiday Schedule

IFB No. 802-24-36467 Page 21 of 45

EXHIBIT C – PAST PROJECTS WITH CORRESPONDING REFERENCES

Respondent Name: ____________________________________________

Respondents shall use this exhibit (or reasonable facsimile) to provide a minimum of three (3) references for jobs completed within the last five (5) years. The references shall illustrate recent experience successfully completing work of a similar nature and scope as the work described in this IFB. Attention: Do NOT use TPWD staff or past work performed for TPWD as a “reference” in Exhibit E. This form may be modified as needed to comply with the requirement to document company information. Failure to return this exhibit (or a reasonable facsimile) may result in the proposal being considered non-responsive. TPWD reserves the right to check references prior to award. Any negative responses received may be grounds for disqualification of the proposal.

REFERENCE 1:

Company Address:

Contact Name/Title/Phone:

Service Period:

Brief Description of Project

REFERENCE 2:

Contact Name/Title/Phone:

IFB No. 802-24-36467 Page 22 of 45

REFERENCE 3:

Contact Name/Title/Phone:

REFERENCE 4:

Contact Name/Title/Phone:

IFB No. 802-24-36467 Page 23 of 45

EXHIBIT D – COMMERCIAL JANITORIAL CLEANING SCHEDULE

LLM BROWNSVILLE FIELD STATION

Main Building Weekly Monthly Semi-

Annually

5.1.1. - Entry Foyers, Reception Area and Hallways Clean entrance doors and windows (inside and out), clean and sanitize door hardware X Sweep outside landings, entries and overheads X Dust reception counter, desks, tables, filing cabinets, picture frames and flat surfaces. Papers/Personal items can be moved unless told not to.

X

Dust fire extinguisher cabinets & door frames X Clean light switch covers and smudges on wall surfaces X Empty waste baskets. Boxes are to be considered as “trash” unless told not to. There are two outside trash dumpsters.

X

Sweep and damp mop all linoleum floors X Vacuum carpeted areas and floor mats X Sweep and damp-mop floors and chair mats X

5.2.1 – Conference Room Dust tables, filing cabinets, counters, computers, monitors, printers and flat surfaces. Papers/Personal items can be moved unless told not to.

X

Clean glass on conference table and display cabinet X Clean light switch covers and smudges on wall surfaces X Empty waste baskets X Vacuum carpeted X Clean and sanitize door hardware X Clean conference chairs X

5.2.2 – Mail/Copy Room Dust tables, filing cabinets, counters, and flat surfaces. X Clean light switch covers and smudges on wall surfaces X Empty waste baskets X Sweep and damp mop all linoleum floors X Vacuum carpet X

5.2.3. – All Offices Dust tables, filing cabinets, counters, computers, monitors, printers and flat surfaces. Papers/Personal items can be moved unless told not to.

X

Clean light switch covers and smudges on wall surfaces X Empty waste baskets X Vacuum carpeted X

Clean windows up to 7 feet height X

5.2.4 - Restrooms Clean and sanitize counters, sinks and fixtures X Clean light switch covers and smudges on wall surfaces up to 5 feet X Clean and sanitize partition walls, stall locks, hand dryers and top surfaces X

IFB No. 802-24-36467 Page 24 of 45

Main Building Weekly Monthly Semi- Annually

Empty waste baskets X Sweep and mop floors using germicidal solution X Clean and sanitize commodes/urinals X Clean and sanitize door hardware X Clean mirrors X Re-stock toilet paper and soap dispensers X

5.2.5 - Kitchen Clean and sanitize counters, seats, sinks, fixtures, and external surfaces of appliances X Clean light switch covers and smudges on wall surfaces X Empty waste baskets X Sweep and mop floors using germicidal solution X

Re-stock paper towels and soap dispensers X

5.2. Cleaning services to be performed 1x per

month Dust high areas throughout building to remove cobwebs X Dust ceiling air vents, window frames, blinds, and baseboards X Dust door frames, picture frames, bulletin boards and clocks X

5.3. Cleaning services to be performed 2x per year

Clean all windows inside and out X Strip, wax and polish/buff linoleum floors X

Ecosystem Resource Assessment Team Office Weekly Monthly Semi-

Annually

6.1.1. Office

Dust tables, filing cabinets, computers, monitors, printers, and flat surfaces. Papers/Personal items can be moved unless told not to.

X

Re-stock paper towels and soap dispensers X Clean and sanitize counters, sinks, fixtures, and external surfaces of appliances X Clean light switch covers and smudges on wall surfaces X Empty waste baskets X Sweep and damp-mop floors X Clean and sanitize door hardware X Clean windows X Dust bookshelves, tops of books, file cabinets, and any other flat surfaces X Clean and sanitize desktop X Empty waste baskets X Sweep and damp mop floors X

6.1.1.12. Wet Laboratory

Clean and sanitize center counters (with sinks), sinks and fixtures X Clean light switch covers and smudges on wall surfaces up to 5 feet height X

IFB No. 802-24-36467 Page 25 of 45

Ecosystem Resource Assessment Team Office Weekly Monthly Semi-

Annually Empty waste baskets X Sweep and mop floors using germicidal solution X

6.1.2. Restroom

Clean and sanitize sinks, showers, and fixtures X Clean light switch covers and smudges on wall surfaces up to 5 feet height X Clean and sanitize partition walls, stall locks, hand dryers and top surfaces X Empty waste baskets and sanitary napkin liners X Sweep and mop floors using germicidal solution X Clean and sanitize commodes/urinals X Clean and sanitize door hardware X Clean mirrors X Re-stock toilet paper and soap dispensers X

6.2. Cleaning services to be performed 1x per

month Dust high areas throughout building to remove cobwebs X Dust ceiling air vents, blinds, and baseboards X

6.3. Cleaning…