GREENVILLE_REC_CENTER_&_SPORTS_PARK_JANITORIAL_SERVICE_RFP.pdf

FY 25-26

Greenville Recreation Centers Cleaning & Janitorial Services

FY 26-27

Recreation Centers Custodial and Cleaning Services Bid Packet

City of Greenville Parks and Recreation Department

Greenville SportsPark Center 6705 Monty Stratton Parkway

Greenville, Texas 75402

Reecy Davis Center 4320 Lee Street

Greenville, Texas 75401

CONTACT & SUBMISSION INFORMATION

PURCHASING AGENT BRENNA HAZELIP

BHAZELIP@GREENVILLETX.GOV

DIRECTOR OF PARKS & RECREATION BRETT QUARLES

BQUARLES@GREENVILLETX.GOV

1. Invitation to Bid

A. The City of Greenville Parks and Recreation Department is soliciting sealed bids for annual custodial and cleaning services for:

• Greenville SportsPark Center - 6705 Monty Stratton Parkway, Greenville, Texas 75402.

B. The City is also soliciting separately priced supplemental deep cleaning and window cleaning services for:

• Reecy Davis Center - 4320 Lee Street, Greenville, Texas 75401.

C. The City may award this solicitation as a complete facility cleaning contract, by facility, by service area, by base services and supplemental services, or in any combination determined to be in the best interest of the City. In accordance with Tex. Loc. Gov't Code § 252.043, the City may award this contract either to the lowest responsible bidder or to the bidder who provides goods or services at the best value for the municipality.

D. Bidder questions, substitutions, or requests for clarification shall be submitted in writing to the designated City contact identified in this packet.

E. Any of the requested information not submitted will be classified as Non-Response.

2. Instructions to Bidders

A. Bidders shall submit a complete bid package no later than the stated due date and time.

Late submissions may be rejected without review.

B. Bids shall remain firm for not less than sixty (60) calendar days following the bid due date unless otherwise stated in an addendum.

C. The City reserves the right to reject any or all bids, waive minor informalities where permitted, request clarifications, and recommend award in the best interest of the City.

D. Incomplete bids, unsigned bids, conditional bids, or bids missing required submittals may be deemed non-responsive. (Reference Section 3)

E. Public Information. All bids and supporting materials submitted in response to this solicitation become the property of the City and, following award, are subject to disclosure as public records under the Texas Public Information Act, Tex. Gov’t Code Ch. 552. A bidder who believes any portion of its bid contains trade secrets or other information excepted from disclosure under Tex. Gov’t Code §§ 552.101–552.158 shall clearly mark each such portion “Confidential” or “Trade Secret” at the time of submission and shall provide a written explanation of the asserted exception. Pricing, identity of the bidder, and the overall bid total are not considered confidential. The City makes no guarantee that marked information will be withheld and will follow the procedures of Tex. Gov’t Code §§ 552.301–552.305 in the event of a public information request.

F. Governing Law and Venue. This solicitation and any resulting contract shall be governed by the laws of the State of Texas. Venue for any dispute arising out of or relating to this solicitation or any resulting contract shall lie exclusively in the state district courts of Hunt County, Texas, or, if federal jurisdiction is proper, in the United States District Court for the Eastern District of Texas, Sherman Division.

G. Required Statutory Certifications and Disclosures. By submitting a bid, the bidder acknowledges that award and execution of any resulting contract is contingent upon the bidder providing each statutory verification, certification, and disclosure required by Texas law and identified in the Required Bid Submittals section, including without limitation the verifications required by Tex. Gov’t Code Ch. 2271 (boycott of Israel), Tex. Gov’t Code Ch. 2252, Subch. F (designated foreign terrorist organizations), Tex. Gov’t Code Ch. 2274 and Ch. 2276 (boycott of firearm entities and energy companies), Tex. Loc. Gov’t Code Ch. 176 (conflicts of interest disclosure), and Tex. Gov’t Code § 2252.908 (Certificate of Interested Parties, Form 1295). Failure to provide any required verification, certification, or disclosure at the time required may render the bid non-responsive or, if discovered after award, may be grounds for termination of the contract.

H. No Bid Bond Required. This solicitation is for services and is not a public works contract subject to the bid security provisions of Tex. Loc. Gov’t Code § 252.044 or to the performance and payment bond requirements of Tex. Gov’t Code Ch. 2253. No bid bond is required for submission. The City reserves the right to require, as a condition of contract execution, evidence of financial responsibility, a performance bond, or other security commensurate with the scope and risk of the awarded contract.

I. Any post-bid clarification requested by the City shall be documented as part of the evaluation file. Informal conversations that materially affect bid evaluation shall not substitute for required written submittals.

3. Required Bid Submittals

Each bidder shall submit all items required at the time of bid submission.

Item Required Submittal Must Be Included

A

Attachment A - Bid Pricing Form for SportsPark Center base services, day porter services, tournament/event support, SportsPark Center deep cleaning, Reecy Davis Center restroom/locker room deep cleaning, Reecy Davis Center grout maintenance, Reecy Davis Center window cleaning, and any optional service pricing.

Yes

B Attachment B - Supplemental Bid Submittal Form, fully completed and signed. Yes

C Equipment, supplies, and chemical list showing type, product, quantity, and whether equipment is owned, leased, or rented. Yes

D Company structure and staffing totals by position title. Yes

E Staff assigned to this contract, including supervisor, day porter coverage, evening crew, weekend coverage, and event support. Yes

F Work plan or capacity statement addressing schedule, supervision, quality control, response procedures, restroom/locker room standards, white grout maintenance, window cleaning, event cleaning, and emergency cleanup.

Yes

G Five references for comparable commercial, municipal, athletic, recreation, aquatics, school, or high-traffic public facility cleaning work. Yes

H Safety Data Sheets and chemical information for products proposed for use at the facility. Yes

I Subcontractor disclosure, if any portion of the work will be subcontracted. If applicable

J Any other certifications or acknowledgments required by this packet. Yes

K IRS Form W-9 (Request for Taxpayer Identification Number and Certification), signed and dated. Yes

L Anti-Boycott of Israel Verification (Tex. Gov’t Code Ch. 2271). Required from any company with 10 or more full-time employees that enters into a contract with a value of $100,000 or more paid wholly or partly from public funds.

If applicable

M

Designated Foreign Terrorist Organizations and Sanctioned Foreign Government Verification (Tex. Gov’t Code Ch. 2252, Subch. F, §§ 2252.151–.154), certifying that the bidder is not on a list prepared and maintained by the Texas Comptroller under Tex. Gov’t Code §§ 806.051, 807.051, or 2252.153.

Yes

N

Verification of No Boycott of Firearm or Ammunition Industries (Tex. Gov’t Code Ch. 2274, formerly § 2274.002) and Verification of No Boycott of Energy Companies (Tex. Gov’t Code Ch. 2276, formerly § 2274.002). Required from any company with 10 or more full-time employees that enters into a contract with a value of $100,000 or more paid wholly or partly from public funds.

If applicable

O Conflict of Interest Questionnaire (Form CIQ) under Tex. Loc. Gov’t Code Ch. 176, completed if a conflict-of-interest relationship exists with a local government officer or family member, or a completed statement that no such relationship exists.

Yes

P Certificate of Interested Parties (Form 1295) filed with the Texas Ethics Commission, with the unsworn declaration delivered to the City prior to contract execution as required by Tex. Gov’t Code § 2252.908 and 1 Tex. Admin. Code Ch. 46.

At execution

Failure to include required submittal may result in the bid being deemed non-responsive.

4. Scope of Services

A cleaning service day is defined as a completed custodial service performed within the designated timeframe for the applicable operating day. The contractor shall provide all labor, supervision, management, equipment, cleaning supplies, restroom supplies, chemicals, tools, transportation, and other resources necessary to perform the services described in this packet unless otherwise stated by the City.

The Greenville SportsPark Center is a high-use public recreation facility that includes courts, turf areas, fitness areas, aquatics support spaces, restrooms, locker rooms, showers, lobby/common areas, child watch areas, concessions/public seating, offices, meeting rooms, storage areas, hallways, and related public and staff spaces.

Reecy Davis Center currently receives basic daily cleaning by City staff or other assigned personnel. The requested Reecy Davis Center services under this solicitation are supplemental specialty services only and shall be priced separately from the SportsPark Center base custodial services. These supplemental services include scheduled window cleaning, restroom/locker room deep cleaning, shower and fixture detail cleaning, and routine maintenance of white tile and grout to prevent staining, discoloration, mildew, and black buildup.

Anticipated Facility Operating Hours

Day Hours Monday-Friday 5:00 a.m. - 9:00 p.m.

Saturday 8:00 a.m. - 6:00 p.m.

Sunday 10:00 a.m. - 6:00 p.m.

The City reserves the right to modify operating hours, add programming, host special events, or adjust cleaning needs based on facility operations.

A. General Service Expectations

1. The facility shall be maintained in a clean, sanitary, safe, and presentable condition at all times.

2. Each scheduled service shall be completed in accordance with the approved cleaning schedule and performance standards.

3. Restrooms, locker rooms, showers, public entrances, high-touch areas, and trash receptacles shall receive priority attention due to public use and sanitation needs.

4. The contractor shall provide a written cleaning schedule to the Director of Parks and Recreation within ten (10) days of award.

5. No scheduled cleaning service shall be considered complete until all required areas have been serviced and inspected by the contractor or designated representative.

6. The contractor shall coordinate work so cleaning activities do not unreasonably interfere with public use, programs, rentals, tournaments, aquatics operations, or City business.

B. Daily Cleaning and Trash Removal

1. Remove litter, trash, and debris from assigned interior areas and immediate entrance areas.

2. Empty public trash receptacles and legally dispose of all debris generated through custodial activities.

3. Replace liners in trash receptacles as needed.

4. Clean and disinfect high-touch surfaces, including door handles, push plates, counters, handrails, drinking fountains, bottle fillers, tables, benches, and other frequently touched surfaces.

5. Sweep, vacuum, mop, and spot clean floors using products and methods appropriate for each surface.

6. Clean interior glass, doors, mirrors, and service counters as needed to remove fingerprints, smudges, and visible soil.

7. No debris, trash, or custodial waste may remain on site overnight except in designated City-approved containers.

C. Restrooms, Locker Rooms, and Shower Areas

1. Clean and disinfect toilets, urinals, sinks, counters, partitions, doors, benches, lockers, showers, fixtures, and related surfaces.

2. Refill toilet paper, paper towels, soap, sanitizer, and other restroom supplies.

3. Clean mirrors, fixtures, brightwork, dispensers, and restroom accessories.

4. Sweep and wet mop floors using appropriate disinfectant and wet-floor safety procedures.

5. Remove hair, standing water where practical, soap buildup, residue, odors, and visible debris.

6. Clean and disinfect shower walls, floors, drains, fixtures, and changing areas.

7. Report plumbing concerns, drainage concerns, fixture damage, dispenser issues, odors, or unsafe conditions promptly to the Parks and Recreation Department.

D. Courts, Turf, Fitness, and Recreation Areas

1. Remove trash, bottles, tape, food debris, athletic debris, and loose items from courts, turf support areas, spectator areas, and circulation paths.

2. Clean bleachers, benches, railings, tables, counters, and public seating areas as assigned.

3. Spot mop spills immediately when identified and place wet floor signs as required.

4. Clean fitness areas, mirrors, high-touch surfaces, and floors using products and methods approved for fitness and athletic environments.

5. Use only City-approved cleaning products and methods near athletic flooring, turf, rubber flooring, fitness equipment, and aquatics-adjacent surfaces.

6. Report gum, adhesive, floor damage, turf damage, equipment damage, spills, or unsafe conditions immediately.

E. Offices, Meeting Rooms, Child Watch, and Common Areas

1. Empty trash and recycling in assigned office and staff areas.

2. Dust horizontal surfaces, clean doors and high-touch points, and vacuum or mop floors as appropriate.

3. Clean meeting rooms, tables, chairs, counters, and public-use furniture.

4. Clean child watch areas with products appropriate for youth environments and public recreation use.

5. Clean staff break areas, counters, sinks, tables, and appliance exteriors.

6. Reset meeting rooms only when specifically directed by the City.

F. Supplies, Chemicals, and Equipment

1. The contractor shall provide cleaning supplies, chemicals, tools, equipment, restroom paper products, soap, trash liners, and related consumables unless otherwise stated by the City.

2. Safety Data Sheets shall be provided to the City before products are used on-site.

3. The City reserves the right to reject any cleaning product, chemical, or method.

4. The contractor shall not use chemicals, equipment, or methods that may damage athletic flooring, turf, tile, grout, fixtures, counters, stainless steel, painted surfaces, glass, rubber flooring, lockers, fitness equipment, or pool-adjacent surfaces.

5. Cleaning chemicals and equipment shall be secured from public access when not actively in use.

G. Event, Tournament, and High-Use Support

1. The facility may host tournaments, rentals, leagues, practices, camps, clinics, special events, meetings, and community programs.

2. The contractor shall provide pricing and staffing options for pre-event cleaning, during-event restroom and trash support, post-event cleaning, emergency cleanup, and additional day porter services.

3. The contractor shall coordinate event cleaning schedules with the Parks and Recreation Department.

4. Additional services not included in the base monthly price shall be billed only when authorized by the City in advance.

H. Reecy Davis Center Supplemental Deep Cleaning and Window Services

Reecy Davis Center has basic daily cleaning coverage. The purpose of this portion of the solicitation is to obtain separately priced specialty cleaning services that protect the facility, maintain sanitation, and prevent long-term buildup in restrooms, locker rooms, showers, tile, grout, and windows.

1. The contractor shall provide separate pricing for Reecy Davis Center services.

Reecy Davis Center pricing shall not be combined with the SportsPark Center base custodial price.

2. The anticipated minimum frequency for Reecy Davis Center restroom, tile, and grout deep cleaning is once per week unless otherwise modified by the City.

3. The contractor shall provide a separate price for interior and exterior window cleaning at Reecy Davis Center. Bidder shall identify recommended frequency and any limitations based on window height, access, safety, or equipment needs.

4. Deep cleaning shall include detailed cleaning and disinfection of toilets, urinals, sinks, counters, partitions, doors, benches, showers, fixtures, drains, dispensers, walls surrounding fixtures, and related restroom room surfaces.

5. White tile and grout shall receive routine detailed scrubbing and cleaning to prevent black buildup, mildew staining, soil accumulation, and discoloration. The contractor shall use appropriate products and methods that clean and protect white grout without damaging tile, grout, sealant, fixtures, or surrounding surfaces.

6. If grout begins to show darkening, black buildup, mildew, or visible soil between scheduled services, the contractor shall notify the City and recommend corrective action. Corrective action shall be performed when authorized by the City.

7. The contractor shall identify any recommended sealant, restorative cleaning, or specialty treatment for white grout as an optional separately priced service. No sealant, acid treatment, abrasive process, or specialty chemical shall be used without prior written approval from the City.

8. Reecy Davis Center services may be scheduled during low-use hours, after closing, before opening, or at another time approved by the City to avoid interfering with programs, rentals, public access, or City operations.

5. Performance Standards

A. All reasonable precautions shall be taken to protect City property, athletic flooring, turf, fitness equipment, aquatics support areas, restrooms, locker rooms, showers, white grout, tile, fixtures, furniture, walls, flooring, doors, windows, glass, lockers, and other public or private property within the facilities.

B. Any damage caused by contractor employees, equipment, chemicals, or operations shall be reported immediately to the Parks and Recreation Department.

C. The contractor shall repair or replace, at its own expense, any damage caused by contractor operations, including but not limited to damaged flooring, fixtures, dispensers, furniture, walls, doors, equipment, turf, athletic surfaces, or City property.

D. The contractor shall respond to notices or complaints from the City within twenty-four (24) hours and complete required corrective action by the next business day unless otherwise approved due to conditions beyond the contractor's control.

E. Performance shall be considered unsatisfactory when inspection shows that work was not completed to specification. Invoices for unsatisfactory work may be returned unpaid until deficiencies are corrected.

F. The contractor or designated representative shall inspect all work for each scheduled cleaning service and shall certify on the invoice that the service was completed and inspected.

6. Work Conduct Requirements

A. Work shall be performed in a manner that does not unreasonably interfere with programs, rentals, tournaments, aquatics operations, public access, or City business. Workers may be directed to move to another area not in conflict with facility operations.

B. Contractor personnel shall be neat in appearance and shall wear uniforms with the contractor's logo visible. Uniforms shall include shirts, long pants, and appropriate safety shoes, subject to City approval.

C. Contractor personnel shall not sit, lean, or rest on counters, fitness equipment, athletic equipment, furniture, pool equipment, or other facility structures unless required for the performance of work.

D. Loud conversation, offensive language, radios, alcohol, illegal drugs, and firearms are prohibited on City property.

E. The Parks & Recreation Department reserves the right to restrict work activities in any section of the facility at any time for operational, programmatic, safety, ceremonial, or public interest reasons.

F. Because the facility serves youth, families, seniors, and the general public, contractor employees may be required to pass background checks before working on-site.

G. The City may request removal of any contractor employee from City property for unacceptable conduct, poor performance, safety concerns, failure to follow City rules, or any other reason deemed necessary by the City.

7. Special Conditions and General Terms

A. Insurance and Indemnification

1. The successful bidder shall furnish certificates of insurance evidencing general liability insurance in the minimum amount of $1M per occurrence / $2M aggregate, with the city named as additional insured on a primary, non-contributory basis, and workers' compensation insurance as required by law, unless exempt under applicable law. Workers’ compensation coverage shall include a waiver of subrogation in favor of the City of Greenville. Contractor shall additionally maintain commercial automobile liability insurance covering all owned, hired, and non-owned vehicles used in connection with the work, with combined single limits of not less than $1,000,000 per accident for bodily injury and property damage.

2. The City shall be named as an additional insured on bidder’s policies referenced above, which shall be provided to City at execution and renewal of contract.

3. 30-day written notice of cancellation or material change shall be provided to the city by the insurer in accordance with City requirements.

4. INDEMNIFICATION: TO THE FULLEST EXTENT PERMITTED BY LAW,

CONTRACTOR SHALL DEFEND, INDEMNIFY, AND HOLD HARMLESS

THE CITY OF GREENVILLE, ITS OFFICERS, EMPLOYEES, AGENTS, AND

ELECTED OFFICIALS FROM AND AGAINST ANY AND ALL CLAIMS,

DAMAGES, LOSSES, LIENS, CAUSES OF ACTION, JUDGMENTS, COSTS,

AND EXPENSES (INCLUDING REASONABLE ATTORNEYS' FEES)

ARISING OUT OF OR RESULTING FROM THE PERFORMANCE OF THE

WORK, TO THE EXTENT CAUSED BY ANY NEGLIGENT ACT, ERROR, OR

OMISSION OF CONTRACTOR, ITS SUBCONTRACTORS, OR ANYONE FOR

WHOSE ACTS THEY MAY BE LIABLE.

B. References

1. Each bidder shall provide five (5) commercial references for comparable work at the time bids are submitted.

2. References should include the client name, contact person, phone number, email, facility type, and type of work performed.

3. Recreation center, athletic facility, aquatics facility, school, municipal, or high-traffic public facility references are preferred.

C. Cancellation and Renewal

1. The contract may be canceled by either party upon thirty (30) days' written notice, subject to the terms of the executed agreement.

2. Termination for Cause. In addition to termination for convenience, the City may terminate the contract for cause upon written notice to Contractor specifying the basis for termination, including but not limited to repeated unsatisfactory performance, failure to maintain required insurance or licensure, material misrepresentation in the bid or any required certification, suspension or debarment by any governmental authority, or insolvency. Contractor shall have ten (10) days from receipt of notice to cure a curable default; failure to cure within that period shall permit immediate termination. Termination under this paragraph shall not waive or limit any other remedy available to the City at law or in equity.

3. The contract may be extended for up to two (2) additional twelve-month periods with any negotiated increase or renewal terms approved through the City's purchasing process.

D. Non-Appropriation

1. If funds are not appropriated for a future fiscal period, the City shall not be obligated beyond the current fiscal period and shall notify the contractor as soon as reasonably practicable.

E. Billing

1. Invoices shall be submitted in accordance with City requirements and shall identify the service period billed, the service dates, any authorized additional services, and contractor certification that the services were completed and inspected.

2. If the contractor is unable to complete a scheduled service, the contractor shall notify the Parks & Recreation Department promptly. Any credit or deduction for incomplete work shall be calculated using the awarded pricing.

3. Prompt Payment. Payment of undisputed invoices shall be made in accordance with the Texas Prompt Payment Act, Tex. Gov’t Code Ch. 2251. The City shall pay an undisputed invoice not later than the 30th day after the later of (i) the date the City receives the goods or services, or (ii) the date the City receives a correct invoice. If the City disputes any portion of an invoice, the City shall notify Contractor in writing of the dispute and the basis for it within 21 days of receipt of the invoice.

Interest on overdue payments shall accrue at the rate established under Tex. Gov’t Code § 2251.025. Submission of an invoice for unsatisfactory or incomplete work, or for work not yet performed, is not a valid invoice for purposes of Ch. 2251, and the City’s right to withhold payment pending correction of deficient work shall not be construed as a violation of the Act.

8. Evaluation and Award Method

A. Bids shall be evaluated for best value to the City using published criteria and documented evidence.

B. Cost is an important factor, but it shall not outweigh demonstrated ability to perform, relevant experience, job quality, and operational capacity.

C. The City shall first determine whether each bid is responsive. Only responsive bids shall move forward for full evaluation.

D. Scores shall be based on information contained in the submitted bid, verified references, documented contract history, inspection records, complaint history, corrective action history, and any written post-bid clarification requested by the City.

E. A bidder shall not receive a reduced score solely because the bidder has not previously contracted with the City.

F. Qualified bidders shall be evaluated using verified comparable experience and reference checks.

Recommended Evaluation Matrix

Category Points Primary Evidence Score

Verified Comparable Experience 40 Comparable contracts, project history, references, complaint history, corrective actions

Equipment, Supply, and Chemical Capacity 15

Equipment list, backup equipment, supply approach, SDS, ownership / lease status

Staffing and Supervision 20

Staffing totals, assigned crew, day porter plan, supervisor information, weekend/event coverage

Ability to Meet Schedule / Performance Standards 10

Work plan, schedule, quality control, response procedures, event support, emergency cleanup

Price / Cost Value 15

Pricing form, monthly cost, annual cost, day porter rate, event/deep cleaning cost comparison, separate Reecy Davis Center window and deep cleaning pricing

Total 100 _____

Attachment A - Bid Pricing Form

Bidder Information

Legal Company Name ________________________________________

Primary Contact ________________________________________

Phone Number ________________________________________

Email Address ________________________________________

Date Submitted ________________________________________

Pricing Schedule

Bid Type Unit / Frequency Rate

Annual Not-to- Exceed Included / Notes

SportsPark Center - Base Facility Custodial Services $ $

SportsPark Center - Day Porter Services $ $ SportsPark Center - Tournament / Event Cleaning Support $ $

SportsPark Center - Deep Cleaning Services $ $

SportsPark Center - Consumables / Restroom Supplies $ $

Reecy Davis Center - Weekly Restroom / Locker Room / Shower Deep Cleaning $ $

Reecy Davis Center - White Tile and Grout Maintenance $ $

Reecy Davis Center - Interior Window Cleaning $ $

Reecy Davis Center - Exterior Window Cleaning $ $

Reecy Davis Center - Optional Grout Restoration / Sealing $ $

Optional Additional Services $ $

*NOTE: Bidder shall split out pricing by facility and service type. SportsPark Center base custodial services, Reecy Davis Center deep cleaning, Reecy Davis Center window cleaning, and Reecy Davis Center grout maintenance shall be priced separately. The City may award all or part of the services in the best interest of the City.

Reecy Davis Center Supplemental Pricing Detail

Service Proposed Frequency Per-Service Rate Monthly

Estimate Annual Not-to- Exceed

Restroom / Locker Room / Shower Deep Cleaning

Weekly $ $ $

White Tile and Grout Maintenance Weekly $ $ $ Interior Window Cleaning Bidder Proposed $ $ $ Exterior Window Cleaning Bidder Proposed $ $ $ Optional Grout Restoration / Sealing As Authorized $ $ $

Reecy Davis Center services listed above are supplemental to basic daily cleaning and shall not be billed as daily custodial services unless separately authorized by the City.

Operational Cost Breakdown (Estimated Annual Allocation)

Cost Category SPC Annual Allocation

RDC Annual Allocation

Combined Annual Allocation

Labor $ $ $ Equipment $ $ $ Supplies / Materials $ $ $ Restroom Consumables $ $ $ Window Cleaning Supplies $ $ $

Fuel / Transportation $ $ $ Overhead / Admin $ $ $ Other $ $ $

Authorized Signature: _________________________ Printed Name: __________________________ Date: _____________

ATTACHMENT B

CUSTODIAL AND CLEANING SUPPLEMENTAL BID SUBMITTAL FORM

City of Greenville Parks and Recreation Department Greenville SportsPark Center Custodial and Cleaning Services

Reecy Davis Center Supplemental Deep Cleaning and Window Services

This form shall be fully completed and submitted with the bid package. Failure to provide complete and accurate information may cause the bid to be considered non-responsive.

1. BIDDER INFORMATION

Legal Company Name: _______________________________________________________

DBA (if applicable): _______________________________________________________

Business Address: ____________________________________________________________

City, State, Zip: _______________________________________________________

Primary Contact Name: _______________________________________________________

Title: _______________________________________________________

Phone Number: _______________________________________________________

Email Address: ____________________________________________________________

Company Website (if applicable): _______________________________________________________

Federal Tax ID Number: _______________________________________________________

2. BUSINESS STRUCTURE

Check one:

☐ Sole Proprietorship

☐ Partnership

☐ Corporation

☐ Limited Liability Company

☐ Other: ________________________________

State in which business is organized: ___________________________________

Number of years in business under current company name: __________________

Number of years providing commercial, municipal, recreation, athletic, aquatics, school, or similar facility cleaning services: ________

3. COMPANY STAFFING CAPACITY

Total number of full-time employees: _______________

Total number of part-time employees: _______________

Total number of seasonal employees: _______________

Total company workforce available during peak facility use or event season: ____________

List current staffing by position title:

Position Title Total Number Employed Owner / Principal Operations Manager Facility Supervisor Day Porter Evening Cleaning Crew Weekend / Event Crew Floor Care Technician Restroom / Locker Room Detail Staff Quality Control / Inspection Staff Administrative / Billing Staff Other: __________________ Other: __________________

4. STAFF ASSIGNED TO THIS CONTRACT

A. How many total employees do you intend to assign to this contract? __________ B. How many crews will be assigned to this contract? ________________ C. Expected crew size per shift or visit: ________________________ D. Name of person who will supervise this contract: _________________________ E. Supervisor title: ______________________________________ F. Supervisor phone number: _________________________ G. Will this supervisor be the primary point of contact with the City? ☐ Yes ☐ No

If no, identify primary contract contact: ______________________________ H. Will you be adding additional staff for this contract? ☐ Yes ☐ No

If yes, please provide the number of additional staff: ________

Proposed staff assigned to this contract by position title:

Position Title Number Assigned Contract Supervisor Day Porter(s) Evening Cleaning Crew Weekend Cleaning Staff

Tournament / Event Support Staff Floor Care / Deep Cleaning Staff Quality Control / Inspection Staff

5. EQUIPMENT, SUPPLIES, AND CHEMICAL INVENTORY

Bidder must attach a complete equipment, supply, and chemical list sufficient to perform the contract. At a minimum, list all primary equipment and products proposed for use on this contract.

Equipment / Product Type

Make / Product Name

Size Model / SDS Quantity Owned / Leased / Provided

Primary or Backup

Autoscrubber Vacuum Wet/Dry Vacuum Mop System Floor Burnisher / Buffer Carpet Extractor Restroom Cleaning Equipment Disinfectant Glass Cleaner Window Cleaning Equipment Tile / Grout Brush or Machine Grout Cleaner / Mildew Treatment Degreaser Trash Liners Paper Products / Soap Other Other

Backup equipment available in case of breakdown:

Do you have sufficient backup equipment to maintain schedule compliance if primary equipment fails?

☐ Yes ☐ No

Do you intend on purchasing equipment for this contract if awarded? ☐ Yes ☐ No

6. CHEMICAL AND SAFETY CAPACITY

Will bidder use disinfectants, degreasers, floor chemicals, or other regulated cleaning chemicals under this contract? ☐ Yes ☐ No

Are Safety Data Sheets attached for proposed chemicals? ☐ Yes ☐ No

Name of person responsible for chemical safety and training: ____________________________

Will any specialty floor care, carpet extraction, or deep cleaning be self-performed or subcontracted?

☐ Self-performed ☐ Subcontracted

If subcontracted, identify subcontractor: ____________________________

Bidder acknowledges that all chemicals and specialty cleaning methods must be approved by the City prior to use and performed in accordance with applicable law and contract requirements. ☐ Yes

7. WORK PLAN AND CAPACITY STATEMENT

Bidder shall provide a brief written summary of how it will meet the following requirements.

A. Number of current commercial cleaning contracts.

B. Number of staff anticipated for SportsPark Center daily, evening, weekend, and event coverage and Reecy Davis Center supplemental deep cleaning/window services.

C. Proposed SportsPark Center daily, weekly, monthly, and event cleaning schedule and proposed Reecy Davis Center weekly deep cleaning/window schedule.

D. Supervision and quality control process.

E. Process for handling complaints or rework.

F. Process for coordinating around programs, rentals, tournaments, aquatics use, Reecy Davis Center activities, and public operations.

G. Method for trash removal and legal disposal.

H. Contingency plan for staff absence, supply shortage, equipment breakdown, and emergency cleanup.

Attach written work plan: ☐ Attached

8. WASTE REMOVAL AND DISPOSAL

Describe how trash, debris, and waste generated by cleaning services will be collected, removed, transported, and legally disposed of:

Name of disposal site(s) or method used: ______________________________

Can bidder provide disposal documentation upon request? ☐ Yes ☐ No

9. SUBCONTRACTOR DISCLOSURE

Will any portion of the work be sub-contracted? ☐ Yes ☐ No

If yes, list each subcontractor and the portion of work to be performed.

Subcontractor Name Portion of Work Contact Name / Phone Email

Bidder understands that use of subcontractors does not relieve bidder of responsibility for full performance of the contract. ☐ Yes

10. COMMERCIAL REFERENCES (Comparable facility cleaning preferred) Bidder must provide five commercial references for similar work.

Company / Entity Contact Person Phone Number Type of Work Performed Email

11. INSURANCE

Bidder is required to furnish insurance in accordance with the bid specifications at the time of bid submission.

12. CONTRACT COMPLIANCE CERTIFICATION

By signing below, the bidder certifies:

A. The bidder has reviewed the custodial and cleaning specifications and understands the requirements.

B. The bidder has the staff, equipment, supervision, supplies, and operational capacity necessary to perform the work if awarded.

C. The information submitted in this form and all attached documents is true and correct.

D. The bidder understands that incomplete, misleading, or inaccurate information may cause the bid to be rejected.

E. The bidder agrees to provide additional supporting information upon request by the City.

Authorized Signature: ___________________________________

Printed Name: __________________________________________

Title: _______________________________________________________

Company Name: ________________________________________

Date: __________________________________________________________

ATTACHMENT C

BID SUBMISSION CHECKLIST

City of Greenville Parks and Recreation Department Recreation Center Custodial & Cleaning Services Maintenance

Greenville SportsPark Center Custodial and Cleaning Services with Reecy Davis Center Supplemental Deep Cleaning and Window Services

Instructions: This checklist must be completed and submitted with the bid package. It is provided as an aid to the bidder and does not relieve the bidder of responsibility for submitting a complete and responsive bid.

Important: Failure to submit all required bid documents and supporting information may result in the bid being deemed non-responsive.

Bidder Information Legal Company Name:

Primary Contact Name: ______________________________

Phone Number: ______________________________ Email Address: ______________________________

Bid Submitted For: ______________________________ Date Submitted: ______________________________

Required Submittals

Check Required Item Included ☐ Bid Pricing Form with separate SPC and RDC pricing Yes ☐ No ☐ ☐ Attachment B – Supplemental Bid Submittal Form, Signed Yes ☐ No ☐ ☐ Equipment, supplies, and chemical list Yes ☐ No ☐ ☐ Company structure and staffing totals by position title Yes ☐ No ☐ ☐ Staff assigned to this contract Yes ☐ No ☐

☐ Work plan or capacity statement, including RDC supplemental deep cleaning and window schedule Yes ☐ No ☐

☐ Five commercial references for similar work Yes ☐ No ☐

☐ Safety Data Sheets and chemical information, including products proposed for white grout, tile, restrooms, locker rooms, showers, and windows Yes ☐ No ☐

☐ Subcontractor disclosure Yes ☐ No ☐ ☐ Insurance provided Yes ☐ No ☐ ☐ Any additional supporting documents Yes ☐ No ☐

☐ IRS Form W-9 (Request for Taxpayer Identification Number and Certification), signed and dated. Yes ☐ No ☐

Anti-Boycott of Israel Verification (Tex. Gov’t Code Ch. 2271). Required from any company with 10 or more full-time employees that enters into a contract with a value of $100,000 or more paid wholly or partly from public funds.

Yes ☐ No ☐

Designated Foreign Terrorist Organizations and Sanctioned Foreign Government Verification (Tex. Gov’t Code Ch. 2252, Subch. F, §§ 2252.151–.154), certifying that the bidder is not on a list prepared and maintained by the Texas Comptroller under Tex. Gov’t Code §§ 806.051, 807.051, or 2252.153.

Yes ☐ No ☐

Verification of No Boycott of Firearm or Ammunition Industries (Tex.

Gov’t Code Ch. 2274, formerly § 2274.002) and Verification of No Boycott of Energy Companies (Tex. Gov’t Code Ch. 2276, formerly § 2274.002). Required from any company with 10 or more full-time employees that enters into a contract with a value of $100,000 or more paid wholly or partly from public funds.

Yes ☐ No ☐

Conflict of Interest Questionnaire (Form CIQ) under Tex. Loc. Gov’t Code Ch. 176, completed if a conflict-of-interest relationship exists with a local government officer or family member, or a completed statement that no such relationship exists.

Yes ☐ No ☐

Certificate of Interested Parties (Form 1295) filed with the Texas Ethics Commission, with the unsworn declaration delivered to the City prior to contract execution as required by Tex. Gov’t Code § 2252.908 and 1 Tex.

Admin. Code Ch. 46.

Yes ☐ No ☐

Bidder Certification ☐ I have reviewed the bid specifications and understand the submission requirements.

☐ I have included all documents required for the City to evaluate this bid.

☐ I understand that this checklist is supplemental and that the bidder remains responsible for submitting a complete and responsive bid package.

Authorized Signature: ____________________________

Printed Name: ____________________________

Title: _______________________________________

Date: ____________________________________

Company Name: ________________________________

City Use Only: Received by: __________________ Date: _______________ Time: ______________