Janitorial_Services_for_Hillside_Campus.pdf

Solicitation # 2026-09-01

Janitorial Services for Hillside Campus

RESPONSES ARE DUE TO PURCHASING PRIOR TO:

Wednesday, October 15, 2025, 2:00 pm

NO LATE SUBMISSIONS WILL BE ACCEPTED

ELECTRONIC RESPONSES SUBMITTED THROUGH ARE HIGHLY PREFERRED

https://procurement.opengov.com/portal/metrocareservices/projects/198545

FOR QUESTIONS CONCERNING THIS RFQ PLEASE CONTACT:

Jewelie Ramos, Purchasing Director

Phone: (469) 940-4099 Email: Purchasing@metrocareservices.org https://procurement.opengov.com/portal/%7B

Table of Contents

1. Introduction

2. Respondent Instructions

3. Scope of Work

4. Evaluation Criteria

5. General Conditions

6. Pricing Table

7. Vendor Questionnaire & Submissions

8. Attachments

Attachments:

A - Floor Plan- Metrocare Clinical building located at 3230 Remond Drive, Dallas, TX 75211

B - Level 1 Floor Plan- Metrocare Client Services building located at 3242 Remond Drive, Dallas, TX

75211

C - Level 4- Metrocare Client Services building located at 3242 Remond Drive, Dallas, TX 75211

D - Level 5- Metrocare Client Services building located at 3242 Remond Drive, Dallas, TX 75211

1. Introduction

1.1. Summary

Metrocare is seeking formal proposals for Janitorial Services for Hillside Campus. Metrocare will soon complete construction and begin offering services at the 3 following locaitons which will be designated as our

Metrocare Headquaters Hillside location. Metrocare is seeking to enter into a 2 year contract with 3 one year optional renewals to secure the janitorial services needed to maintain our Hillside Campus.

• Metrocare Client Services building located at 3242 Remond Drive, Dallas, TX 75211

Square footage = 98,000

• Metrocare Clinical building located at 3230 Remond Drive, Dallas, TX 75211

Square footage = 46,000

• Metrocare Conference Center building located at 3234 Remond Drive, Dallas, 75211

Square footage = 1,200

1.2. Background

Metrocare Services (“Metrocare”), formerly known as Dallas County MHMR, is the largest provider of behavioral health services in Dallas County, serving more than 62,000 adults and children annually. For over 50 years, Metrocare has provided a broad array of services to people with mental health challenges and developmental disabilities from mental health care, primary care centers, services for veterans and their loved ones, accessible pharmacies, housing, and supportive social services.

Alongside clinical care, researchers and teachers from Metrocare’s Altshuler Center for Education & Research lead the way in advancing innovative mental health research while training clinicians needed to expand the clinical workforce across the state.

Metrocare receives federal and state financial assistance for numerous programs, the more significant of which include the Texas Department of Health and Human Services and Medicaid/Medicare/Insurance reimbursement.

Metrocare is committed to providing equitable opportunities to all qualified firms. Entities certified through the following programs are encouraged to respond to this solicitation.

• Small Business Enterprise (SBE)

• Disadvantaged Business Enterprise (DBE)

• Historically Underutilized Business (HUB)

• Minority Business Enterprise (MBE)

• Woman-Owned Business Enterprise (WBE)

• Veteran-Owned Small Business (VOSB)

1.3. Contact Information

Jewelie Ramos, Purchasing Director

1345 River Bend Dr, Suite 200

Dallas, TX 75247

(469) 940-4099

Purchasing@metrocareservices.org

1.4. Timeline

Project Release Date: September 23, 2025

Pre-Proposal Meeting (Mandatory): October 7, 2025, 9:00am

Metrocare Headquarters Hillside Campus, Client Services Building, 3242 Remond Dr., Dallas, TX 75211

Question Submission Deadline: October 10, 2025, 2:00pm

Response Submission Deadline: October 15, 2025, 2:00pm

TEAMS Meeting: Dial in by phone # 929- 352-1542 Phone conference ID: 436 762 410#

2. Respondent Instructions

2.1. Important Instructions for Electronic Submittals

Metrocare prefers to accept electronic submittals for this Solicitation. Before the Respondent can submit their electronic response to this solicitation, they must create a FREE account with OpenGov Procurement by registering online at https://procurement.opengov.com/signup. Once the Respondent has completed their account registration, they must return to this page to view the project details or use the following link:

https://procurement.opengov.com/portal/metrocareservices/projects/198545. The Respondent should select "Draft Response" and follow the instructions provided to begin submitting their electronic response.

To view all Metrocare project opportunities, use the following link:

https://procurement.opengov.com/portal/metrocareservices. If you would like to be notified of any future

Metrocare project opportunities, select "Subscribe".

Please ensure the following items are included and completed before submitting your proposal:

A. Completed Vendor Questionnaire Form

B. Completed Conflict of Interest Questionnaire

C. Completed Company W-9. The latest IRS 2024 W-9 version is required.

D. Certificate of Insurance- Do not add Metrocare as a holder unless your company is awarded the contract.

E. Pricing Table

F. Optional - Please include any additional references, marketing material, or supporting documentation to justify the respondent's qualifications for this project for review with your submittal.

2.2. Instructions to Respondents

This Request for Proposal (RFP- Best Value Proposal is Awarded) will be available online through https://procurement.opengov.com/portal/metrocareservices from the date issued until the due date and time provided. Any subsequent addendums and/or attachments will be added to the website listed above.

Metrocare Contact:

Jewelie Ramos, Purchasing Director

Phone: (469) 940-4099

Email: Purchasing@metrocareservices.org https://procurement.opengov.com/signup https://procurement.opengov.com/portal/metrocareservices/projects/198545 https://procurement.opengov.com/portal/metrocareservices https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://procurement.opengov.com/portal/metrocareservices mailto:Purchasing@metrocareservices.org

All submittals must be received no later than 2:00 pm Central Time on Wednesday, October 15, 2025. Late submissions will not be accepted.

Electronic submittals are preferred through our online electronic bidding system https://procurement.opengov.com/portal/metrocareservices

All paper-sealed submittals must be received by the Metrocare Services Receptionist located on the 2nd floor of the Administration Building located at 1345 Riverbend Dr. Suite 200, Dallas, Texas 75247 by the due date and time provided. All paper submittals must include a USB/flash drive with an electronic copy of the submittals and any attachments.

Metrocare is not responsible for lateness or non-delivery of mail, carrier, etc., and the time and date recorded by Metrocare Receptionist shall be the official time of receipt.

Sealed paper submittals must be in one sealed envelope clearly marked with the label below completed and affixed on the outside of the sealed envelope containing the submittal:

SEALED SUBMITTAL – DO NOT OPEN

Metrocare Services 2nd Floor

ATTN: Purchasing

1345 Riverbend Dr. Suite 200

Dallas, Texas 75247

RFP - 2026-09-01

Janitorial Services for Hillside Campus

Request for Proposal (RFP- Best Value Proposal is Awarded) # 2026-09-01

Submission Deadline: Wednesday, October 15, 2025, 2:00 pm Central Time

Company Name: ______________________________________________

Contact Name: _______________________________________________

Phone Number: _______________________________________________

Pre-Proposal Site Visit Meeting

To allow the respondents an opportunity to ask additional questions regarding the project, a mandatory pre-proposal meeting will be held for this RFP.

Meeting Date and Time: Tuesday, October 7, 2025, 9:00 am

Metrocare Headquarters Hillside Campus, Client Services Building, 3242 Remond Dr., Dallas, TX 75211

Solicitation Questions

Any questions regarding this solicitation shall be submitted online using the OpenGov electronic bidding system or shall be emailed to Metrocare’s Purchasing Department at Purchasing@metrocareservices.org with the solicitation number in the subject line no later than 2:00 pm Central Time, Friday, October 10, 2025.

Metrocare’s response to the questions shall be provided to all respondents through an addendum and will be bound with and made a part of the contract documents. No other explanation or interpretation will be considered official or binding. Respondents shall not contact any Metrocare staff except those designated in this solicitation or subsequent addendums. Noncompliance with this provision may result in the rejection of the submittal.

A copy of all questions in the addendum format shall be posted online through https://procurement.opengov.com/portal/metrocareservices/projects/198545. Metrocare shall NOT be held liable for any costs incurred by any respondent for work performed in preparation of and production of the submittal or for any work performed prior to the execution of an awarded contract.

Any submittal may be withdrawn or a revised submittal provided prior to the submittal deadline.

Solicitation Opening

There will be a public opening of the submittals on TEAMS on Wednesday, October 15, 2025 at 2:00 pm Central Time. Only the names of the firms that submitted a response will be read out loud and published on the OpenGov portal. All submittals will be kept confidential during the evaluation process and prior to the contract award. Attending information for the opening is located in the timeline.

3. Scope of Work

3.1. Scope of Work

The Contractor shall provide all necessary labor, equipment, and supplies to provide superior janitorial services, such as but not limited to sweeping, mopping, vacuuming, dusting, disinfecting, scrubbing, emptying trash and recycling receptacles, and major floor maintenance as described in this document.

The Contractor is responsible for keeping the campus clean, and presentable at all times, to align with first-class office building requirements. In particular, all public facing areas are of the utmost concern and must be stringently maintained. The awarded Contractor shall assure the conference rooms, bathrooms, and any break areas must be kept in spotless condition at all times. The Janitorial Cleaning Frequency Checklist included in this RFP shall describe the janitorial services required per area. Janitorial service pricing shall include all necessary costs for supervision, labor, equipment, and supplies to perform the specified services.

3.2. Minimum Requirements

Contractor must have experience providing janitorial services to locations in similar in size and scope.

3.3. Locations, Days of Services Requested, and Square Footages to be Serviced

The janitorial services shall be scheduled between 7 PM and 6 AM Central Time, Monday through Friday. In the event of a business meeting extending past 7 PM in one of the conference rooms, the janitorial staff should prioritize cleaning other floors and areas of the building until the meeting concludes. If the janitorial team is unable to complete the cleaning of a specific section due to a meeting surpassing the completion time for the rest of the building, they are required to promptly notify Metorcare's contract manager. This notification should include details on which areas were not cleaned.

mailto:Purchasing@metrocareservices.org https://procurement.opengov.com/portal/metrocareservices/projects/198545

Metrocare Client Services building located at 3242 Remond Drive, Dallas, TX 75211

Days of Services are Monday - Friday

Square footage = 98,000

Metrocare Clinical building located at 3230 Remond Drive, Dallas, TX 75211

Days of Services are Monday - Friday, with part-time services on Saturday & Sunday

Square footage = 46,000

Metrocare Conference Center building located at 3234 Remond Drive, Dallas, 75211

Days of Services are Monday - Friday

Square footage = 1,200

3.4. Equipment, Consumable and Cleaning Supplies

The awarded contractor will be responsible for restocking the "consumable supplies" (i.e. paper towels, toilet tissue, hand soap, trash can liners, air fresheners, urinal screens, feminine products, and dishwashing soap...

etc.) Metrocare shall be responsible for providing these items.

The awarded contractor is solely responsible for the ordering and purchasing costs of all janitorial cleaning equipment, cleaning solutions, and PPE supplies for their personnel.

The Contractor shall provide their own trash cart to carry trash to onsite dumpsters during each visit. The trash cart is to remain trash-free while not in use by janitorial staff.

Other supplies to be provided by the Contractor include but are not limited to, cleaning solutions for floors and other hard surfaces, mop buckets and mops w/mop heads, push brooms, dustpans, and vacuums. The

Contractor shall purchase these equipment items new at the start of the contract and shall replace the cleaning equipment as needed. Services, products, materials, and supplies used for cleaning by the Contractor must meet or exceed all applicable health, safety, and environmental laws, requirements, and standards.

All equipment must be maintained in good working order. Metrocare shall not be responsible for the contractor’s equipment or personal property for any reason.

The Contractor shall submit a list of their supplies and any proposed cleaning solutions along with their Safety

Data Sheets with their proposal. All janitorial cleaning chemicals must be pre-approval by Metrocare before being used. The Contractor shall be responsible for updating Metrocare with new proposed cleaning solutions throughout the contract period.

The awarded contractor is responsible to maintain all janitorial equipment in safe working order with no frail electrical cords or broken electrical plugs. All equipment must be maintained clean and operational. Upright vacuum cleaners or backpack vacs must have HEPA filtration systems. Mop buckets must be maintained clean and free of dirt and grease buildups. All mop heads, microfiber flat mop heads and cleaning cloths must be laundered a minimum of once per week without exception.

3.5. Universal Precautions, Blood-Borne Pathogen, Bio-Waste Trash Handling and Safety Trainings

The awarded contractor must present proof of universal precautions, blood-borne pathogen, bio-waste trash handling and safety trainings conducted by the start on contractual services and conducted annually in order to maintain contract compliance.

3.6. Background and Right to Work Verifications

The awarded contractor must complete employee criminal and sex offender background checks on an annual basis. All employees assigned to this contract must be a minimum age of 18-years or older and must meet the

Right to Work requirements as stated by Homeland Security Regulations. The Contractor shall provide

Metrocare’s Human Resource Department with a copy of the annual background check and a copy of the license or identification card for all employees assigned to provide services for this contract.

3.7. Management/Supervision by Contractor

Initially during the first 90-days of service, the awarded janitorial contractor will be required to meet with the designated Metrocare Services representative to review the services and performance. After that, meetings/inspections will be conducted on a monthly basis.

The awarded contractor must have an onsite supervisor or lead person (whether it is a working supervisor or non-working) assigned to this campus. This individual will be available for callbacks, when services have “not” been performed as required, without additional costs to Metrocare. This is to include emergency situations where janitorial services might be needed. Supervisors/leads shall be able to speak fluent English for successful communication with Metrocare personnel. Supervisors shall be competent in their knowledge of janitorial methods, aggressive in problem-solving, and responsible for quality control.

It is the awarded Contractor’s responsibility to instruct and inform contracted employees of the terms, conditions, and requirements of this contract.

Storage space, an office desk or small cubicle and chair can be provided for the supervisor if needed.

3.8. Security, Uniforms, ID Badges & Keys

The awarded contractor must ensure that all janitorial personnel have uniforms (polo shirts, smocks, etc.) with the contractor's name/logo. Must not wear shorts, torn or ripped pants or tops, no offensive t-shirts, no baseball caps unless contractor issued logo caps and must wear proper footwear (no sandals or open-toe shoes). Proper hygiene by all contractor personnel will be required at all times.

Metrocare Services will provide each janitorial employee a numerically ID Access Badge specifically assigned to them that must be worn at all times when working. ID Access Badges are not to be shared or passed onto another employee. All terminated employees must have their ID Access Badges returned to Metrocare

Services as soon as possible. Replacement of lost Metrocare ID Access Badge or issued keys is a $25 replacement fee per badge and per key.

All employees assigned by the Contractor shall be capable, experienced, and trained to perform the requested services. The Contractor will be responsible ensuring all outside doors are locked and secure before leaving the premises. The Contractor is responsible for ensuring the system is disarmed upon entering the building and properly armed when leaving, in order to prevent false alarms. The Contractor shall not under any circumstances leave entryway doors propped open. If the Contractor fails to properly secure the building, there will be a fee of $100 per occurrence.

3.9. Additional Requirements

The following procedures must be adhered to while on-site rendering services:

• The Contractor’s employees are “not” to disturb papers on desktops or open drawers of desks and/or file cabinets.

• The Contractor’s employees are “not” permitted to smoke inside the building and must be 25 feet away from city entrances.

• The Contractor's employees are “not” permitted to use equipment such as phones or copiers.

• The Contractor shall “not” allow employees to bring children to work with them while at the

Metrocare facilities.

• The Contractor shall be liable for any and all damages to property, plants, equipment, etc., either accidental or deliberate resulting from any cleaning activity during the duration of this contract.

• The Contractor's vehicles are not to be left unattended in Metrocare’s parking lot for any period of time.

3.10. Janitorial Cleaning Frequency Checklist

Item # Area Task Daily Weekly Monthly Quarterly Annually

1 Lobbies & Common Areas Dust Mopping X

2 Wet Mopping w/Disinfectant X

3 Wiping/Dusting Down Furniture X

4 Vacuuming of Carpets X

5 Emptying Trash Receptacles X

Dusting of Furniture, TV's, Wall

Clocks & Picture Frames X

Lobby Glass Doors Cleaned & Free of Smudges X

Exterior & Interior 1st Floor

"Building" Windows X

Dusting of Ceiling Fixtures & Air

Vents X

10 Cleaning of Light Switch Covers X

Cleaning & Disinfecting Water

Drink Fountains

Item # Area Task Daily Weekly Monthly Quarterly Annually

1 Elevators & Elevator Landings Dust Mopping X

2 Wet Mopping w/Disinfectant X

3 Clean & Polish Elevator Doors X

4 Clean Elevator Door Tracks X

5 Polish Elevator Door Tracks X

Dusting of Ceiling Fixtures & Air

Vents

7 Cleaning of Elevator Buttons X

1 Stairwells Dust Mopping/Sweeping X

2 Wet Mopping/Disinfectant X

3 High & Low Dusting X

1 Offices Dust Mopping X

2 Wet Mopping w/Disinfectant X

3 Vacuuming Carpets X

4 Wiping/Dusting Down Furniture X

5 Emptying Trash Receptacles X

Dusting of Furniture, TV's, Wall

Clocks & Picture Frames

7 Doors Cleaned & Free of Smudges X

Dusting of Ceiling Fixtures & Air

Vents

9 Cleaning of Light Switch Covers X

1 Exam/Consult Room Dust Mopping X

2 Wet Mopping w/Disinfectant X

3 Vacuuming Carpets X

Wiping Down Furniture w/disinfectant X

5 Emptying Trash Receptacles X

Dusting of Furniture, TV's, Wall

Clocks & Picture Frames X

7 Doors Cleaned & Free of Smudges X

Dusting of Ceiling Fixtures & Air

Vents

1 Breakrooms Dust Mopping X

2 Wet Mopping w/Disinfectant X

Wiping/Dusting Down Furniture &

Tables X

4 Emptying Trash Receptacles X

Dusting of Furniture, TV's, Wall

Clocks & Picture Frames X

Cabinet Doors Cleaned & Free of

Smudges

Dusting of Ceiling Fixtures & Air

Vents X

8 Cleaning of Light Switch Covers X

9 Cleaning of Sinks & Counters X

Exterior Cleaning of Microwave, Refrigerator, Coffee Machine &

Ice Machine X

Restocking Paper Towel & Soap

Dispensers

Cafeteria Dining Room & Patio

Dinning Area Dust Mopping/Sweeping X

2 Wet Mopping w/Disinfectant X

Wiping Down Furniture w/disinfectant X

4 Emptying Trash Receptacles X

Dusting of Furniture, TV's, Wall

Clocks & Picture Frames X

Glass Doors Cleaned & Free of

Smudges X

Dusting of Ceiling Fixtures & Air

Vents X

8 Cleaning of Light Switch Covers X

Cleaning of Interior & Exterior

Glass Windows & Glass Railings X

Machine Scrubbing & Degreasing of Kitchen Floors

1 Conference/Meeting Rooms Dust Mopping X

2 Wet Mopping w/Disinfectant X

3 Vacuuming Carpets X

Wiping/Dusting Down Furniture &

Counters X

5 Emptying Trash Receptacles X

Dusting of Furniture, TV's, Wall

Clocks & Picture Frames X

7 Doors Cleaned & Free of Smudges X

Dusting of Ceiling Fixtures & Air

Vents

1 Restrooms Dust Mopping X

2 Wet Mopping w/Disinfectant X

Wiping Down Partitions w/Disinfectant & Remove Graffiti X

4 Emptying Trash Receptacles X

Clean & Disinfect Urinals, Toilets

& Toilet Seats X

6 Doors Cleaned & Free of Smudges X

Dusting of Ceiling Fixtures & Air

Vents X

8 Cleaning of Light Switch Covers X

Cleaning of Sinks, Counters &

Mirrors X

10 Replace Deodorant Urinal Screens X

Restocking Paper Towel, Toilet

Paper & Soap Dispensers X

12 Clean Kitchen Staff Restroom X

Clean & Disinfect Baby Change

Stations

Clean & Disinfect Sanitary

Disposal Receptacles

1 Storage/Mail/Copier Rooms Dust Mopping X

2 Wet Mopping w/disinfectant X

Wiping/Dusting Down Furniture &

Counters X

4 Emptying Trash Receptacles X

5 Doors Cleaned & Free of Smudges X

Dusting of Ceiling Fixtures & Air

Vents

7 Cleaning of Light Switch Covers X

Exterior Playground & Gazebo

Areas Pick Up of All Trash Debris X

Ensure Walkways are Free of

Debris, Dirt or Rocks

3 Emptying Trash Receptacles X

1 Parking Garage & Parking Lots Pick Up of All Trash Debris X

Ensure Walkways are Free of

Debris, Dirt or Rocks

3 Emptying Trash Receptacles X

1 Floor & Carpet Care Maintenance Burnishing Hard Surface Floors 2x per

Month

Machine Scrub & Apply Floor

Finish, when Applicable X

Strip & Apply Floor Finish, when

Applicable X

4 Spot Clean Stains on Carpets

5 Shampoo/Extract Carpets X

Machine Scrub Restroom Floors &

Baseboards X

Machine Scrub Ceramic Tile Floors

& Baseboards

4. Evaluation Criteria

All submissions received from qualified, responsible, and responsive respondents will be evaluated fully to ascertain which respondent provided a proposal most advantageous to MetroCare. The respondent’s submittal should provide a straightforward, concise description of the respondent’s capabilities to satisfy the requirements listed in this solicitation.

An evaluation committee (“Committee”) will review the submitted proposals. The Committee will evaluate all submissions and ultimately determine a final list of the most competent and qualified respondents.

During the evaluation process, the Committee and MetroCare reserve the right, where it may serve the

MetroCare’s best interest, to request additional information or clarifications from the respondents. In fairness to all firms, requests for interviews, visits, or presentations prior to the closing time and date will not be permitted. Interviews with selected firms may or may not be requested at the sole discretion of MetroCare after the closing date. Selection may be made strictly from the information provided in the proposal, however, MetroCare reserves the right to conduct interviews as well as request presentations from any respondents as part of the final selection process.

The proposals will be evaluated on the following criteria and scored on a 100-point basis:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost

Cost will be evaluated based on a mathematical formula comparing the total cost to the other proposers' total cost.

Points Based 40 (40% of Total)

2. Methodology Approach

This shall include but is not limited to, the quality of services proposed, the staffing approach, and the implementation plan, and schedule proposed.

Points Based 25 (25% of Total)

3. Company Experience and Qualifications

Prior experience of the company with similar projects is expected and responses to the questionnaire will be evaluated.

Points Based 25 (25% of Total)

4. Qualifications of Key Personnel

Prior experience of the key personnel with similar projects is expected and responses to the questionnaire will be evaluated.

Points Based 10 (10% of Total)

5. General Conditions

5.1. Standard Terms and Conditions

The obligations of the parties under a contract awarded through this solicitation will be performed in Dallas

County, Texas. Exclusive venue shall be Dallas County, Texas, and any contract awarded under this solicitation shall be governed by the laws of the State of Texas. All work must be in compliance with and conform to any and all applicable state or local laws, ordinances, regulations, codes, rules, policies, and interpretations thereof.

All submittals shall be subject to the Texas Public Information Act Texas Government Code 552 unless the respondent clearly and prominently identifies a particular section in the submittal as proprietary and said item unequivocally qualifies for this exception under the Act as determined by the Texas Attorney General.

Texas Government Code Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with Metrocare, including affiliations and business and financial relationships such persons may have with Metrocare officers. An explanation of the requirements of

Chapter 176, applicable forms, and a complete text of the new law is available at:

https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm. By doing business or seeking to do business with Metrocare, you acknowledge that you have been notified of the requirements of Chapter 176 of the

Texas Local Government Code and that you are solely responsible for complying with the information provided.

Once a selection is made and Metrocare has the intent to award, the successful respondent will be required to submit Form 1295 to the State of Texas electronically prior to executing the agreement.

https://www.ethics.state.tx.us/filinginfo/1295/

Lobbying of selection committee members, City staff, or City Council members will not be permitted nor tolerated during the solicitation process.

Prohibition of Boycott Israel: By submission of this solicitation response, the Contractor verifies that they will not Boycott Israel and agrees that during the term of this Contract, they will not Boycott Israel as that term is https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/LG/htm/LG.176.htm https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm https://www.ethics.state.tx.us/filinginfo/1295/ defined in Texas Government Code 2271. Effective September 1, 2019, this section does not apply if the

Vendor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) the Vendor has ten (10) or more full-time employees and (ii) this Contract has a value of $100,000.00 or more to be paid under the terms of this Contract.

Prohibition of Boycott of Energy Companies: By submission of this solicitation response, the Contractor verifies that is does not Boycott Energy Companies and agrees that during the term of this Agreement will not

Boycott Energy Companies as that term is defined in Texas Government Code 2276, as amended. This section does not apply if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) Contractor has ten (10) or more full-time employees and (ii) this Agreement has a value of

$100,000.00 or more to be paid under the terms of this Agreement.

Prohibition of Discrimination Against Firearm Entities and Firearm Trade Associations: By submission of this solicitation response, the Contractor verifies that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (ii) will not discriminate during the term of the contract against a firearm entity or firearm trade association as that term is defined in Texas

Government Code 2274. This section only applies if: (i) Contractor has ten (10) or more full-time employees and (ii) this Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement; and does not apply: (i) if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; (ii) to a contract with a sole-source provider; or (iii) to a contract for which none of the submittals from a company were able to provide the required certification.

The Contractor shall be and remain an independent contractor throughout the term of any contract awarded pursuant to this soliciation for all purposes, including but not limited to, the application of the Fair Labors

Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the provisions of the Internal Review Code, and all State of Texas revenue, workers compensation, and unemployment insurance laws. The Contractor will retain sole and absolute discretion over the manner and means of carrying out the activities and all responsibilities listed herein. The Contractor agrees that it is a separate and independent enterprise from Metrocare and that it has full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. This agreement shall not be construed as creating any joint employment relationships between the

Contractor and Metrocare, and Metrocare will not be liable for any obligation incurred by the Contractor.

5.2. Contractor Insurance Requirements

Contractors on Metrocare's property or public right-of-way for Metrocare shall provide Metrocare a certificate of insurance evidencing the coverage and coverage provisions identified herein.

The Contractor hereby covenants and agrees to indemnify, hold harmless, and defend Metrocare, its officers, agents, servants, and employees, from and against any and all claims or lawsuits of any kind or character, whether real or asserted, for either property damage or loss (including alleged damage or loss to contractor’s business, and any resulting lost profits) personal injury, including death, to any and all persons, and damages for claims of intellectual property infringement, arising out of or in connection with this agreement, to the extent caused by the acts or omissions of contractor, its officers, agents, subcontractors, servants or employees.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2271.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2276.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2274.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2274.htm

All insurance and certificate(s) of insurance shall contain the following provisions: (1) name Metrocare, its officers, agents, and employees as additional insureds as to all applicable coverage with the exception of

Workers' Compensation Insurance; (2) provide for at least thirty (30) days prior written notice to Metrocare for cancellation, non-renewal, or material change of the insurance; (3) provide for a waiver of subrogation against Metrocare for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance.

All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service.

The Contractor shall during the term hereof maintain in full force and affect the following insurance:

Metrocare reserves the right to amend or require addition all types depending on the nature of the work.

The successful Contractor shall procure and maintain in force during the terms of any contract awarded pursuant to this solicitation, at its own cost, the following minimum insurance coverage:

Type of Insurance Amount of Insurance Provisions

A. Commercial General

(Public) Liability to include coverage for:

A. Premises/Operations

B. Products/Completed

Operations

C. Independent Contractors

D. Personal Liability

E. Contractual Liability

$1,000,000 each occurrence

$2,000,000 general aggregate

$2,000,000 Umbrella/ Excess

Liability

Metrocare to be listed as additional insured and provided

30-day notice of cancellation or material change in coverage.

Metrocare requires that insurer be rated A or higher by A.M.

Best or equivalent.

Waiver of subrogation

2. Business Auto Liability • $1,000,000 per occurrence

• $1,000,000 aggregate or;

• $1,000,000 combined single limits

Metrocare to be named as an additional insured

3. Workers’ Comp & Employers’

Liability

Statutory Limits

$1,000,000 each accident

Waiver of subrogation

Prior to the execution of any awarded contract by Metrocare, the successful Contractor shall forward

Certificates of Insurance to the department contact that will be managing the contract. The required insurance policies shall be procured and maintained in full force and effect for the duration of the awarded contract. The

Certificate Holder shall be Metrocare and include the following correspondence address 1345 Riverbend Dr.

Suite 200, Dallas, Texas 75247.

5.3. Contract Award and Contract Terms

Contract Award

All submissions received from qualified, responsible, and responsive respondents will be evaluated fully to ascertain which respondent provided a response most advantageous to Metrocare. Metrocare reserves the right to enter into an agreement with a single award, split awards, non-award, or use any combination that best serves the interest and at sole discretion of Metrocare.

Any contract awarded in pursuant to this solicitation is not assignable. The awarded Contractor(s) shall not sell, assign, transfer, sub-contract, or convey this contract, in whole or in part, without the prior written consent of Metrocare.

Metrocare reserves the right to accept and/or reject any and all submitted responses or any part thereof, waive immaterial errors, waive any irregularities or informalities in the submittal received, and award the contract in the best interest of Metrocare.

Respondents shall promptly notify Metrocare of any omissions, ambiguity, inconsistency, or error that they may discover upon examination of this solicitation. Metrocare shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.

Any submitted responses may be withdrawn or a revised submission may be substituted prior to the submittal deadline. The solicitation documents submitted to Metrocare cannot be altered, amended, or withdrawn by the Respondent after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Director.

An opened response may not be changed for the purpose of correcting any error by the Respondent or

Respondent’s agent. Any ambiguity in the submittal as a result of omission, error, lack of clarity or noncompliance by the Respondent with specifications, instructions, and all conditions shall be construed in the favor of Metrocare. If the unit prices and their extensions do not coincide, Metrocare may accept the price most beneficial to Metrocare, and the Respondent will be bound thereby.

Contract Term

Metrocare intends to enter into an annual contract with the awarded Contractor for a period of 2 years beginning on 11/3/2025 and ending 11/2/2027. The contract shall include a Two-Year Contract w/ 3 One-year

Options to renew.

Any price increases, when renewing the agreement, must be submitted to Metrocare at least one hundred and twenty (120) days prior to a potential renewal. The price increase agreement must be signed by both parties and agreed upon before the price adjustment will be considered for any future invoices as well as the effective date of the increase. If there is a failure between Metrocare and Contractor to agree to the price adjustment request, this may result in a termination of the Contract.

Contract Termination

If at any time, the successful Contractor fails to fulfill or abide by the terms, conditions, specifications, or performance requirements of this solicitation, or any contract awarded and entered pursuant thereto, Metrocare reserves the right to deduct charges from successful Contractor’s invoice at the time it is due; or

Cancel the contract at Metrocare’s convenience, without penalty, by furnishing written notice of termination to Contractor, and select another Contractor and award a contract to its Contractor pursuant to the terms thereof.

At Metrocare’s sole discretion, any awarded contract may be canceled or terminated for convenience without penalty at any time by giving the Contractor thirty (30) days written notice. The Contractor may be entitled to payment for services actually performed; to the extent said services are satisfactory.

Availability of Funds

This solicitation is conditioned upon the availability of federal, state, or local funds, which are appropriated or allocated for payment of the requested services. If, during any stage of this contract, funds are not allocated and available for the requested services, the contract will be canceled. Metrocare will notify the Contractor at the earliest possible time if this occurs.

6. Pricing Table

PRICING TABLE

Janitorial service pricing shall include all necessary costs for supervision, labor, equipment, and supplies to perform the specified services.

Line Item Description Quantity Unit of

Measure Monthly

Total Cost

Per Location

Total

1 Metrocare Client Services Building-

3242 Remond Drive, Dallas, TX 75211 98,000 Square Feet

2 Metrocare Clinical Building-3230

Remond Drive, Dallas, TX 75211 46,000 Square Feet

3 Metrocare Conference Center

Building- 3234 Remond Drive, Dallas, 75211

1,200 Square Feet

TOTAL

7. Vendor Questionnaire & Submissions

1. Authorized Respondent’s Information

1.1. Authorized Official's Contact Information*

Please provide the contact Information of the authorized official submitting this response.

• Legal Name

• Title

• Email Address

• Phone Number

*Response required

1.2. Response Confirmation*

By clicking "Please confirm" below, hereon affixed, the respondent declares they have read this solicitation entirely and with full knowledge of the requirements, does hereby agree to furnish the services in full accordance with the requirements of this solicitation if selected.

Confirming also indicates the following:

• Person or person’s interest in this solicitation as principals are those named herein.

• I (we) have carefully examined the contents of this solicitation, and its requirements, and agree to the terms stated herein.

• The respondent acknowledges the Conflict of Interest Clause and agrees to follow the necessary requirements.

The undersigned represents that they are authorized to bind the Respondent to fully comply with the terms and conditions of this solicitation's requirements.

☐ Please confirm

*Response required

1.3. Conflict of Interest Questionnaire*

Please download the document below and upload the completed questionnaire.

• Form_CIQ_(Conflict_of_Inter...

*Response required

2. Company Information

2.1. Please provide your company's most recent signed W-9*

Please download the below documents, complete, and upload.

• Blank_W-9_2024.pdf

*Response required

2.2. Full Legal Company Name*

*Response required

2.3. Principal Place of Business Address*

*Response required https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/1798/07a52eb7-fa3b-431c-bff2-4635ee633b79_Form_CIQ_%28Conflict_of_Interest_Questionnaire%29_-_CIQ.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4FBPREDVA%2F20250923%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250923T220927Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIE%2B9SN5V%2BmzjA8Tmi0q7gPhPE19FekgI48tjPQutuOSBAiBiABKFvK%2FjQtGxKqwXuDaLOdQSQh6%2FDIDBmDHwDFsWPSqDBQhOEAIaDDg5MjM2NDY4NzY3MiIMfodcSrhZnI8kmZZeKuAEJXNfsCiLpopxI7FR%2BdIAZDQHZfDSoeYPyN77Nq0teJ%2BGHzczS1JKXpm%2Fo445qg62DgpwLgKg43yd59TgEl4uRtONzblAj3OQDduRdVxvLnDlNXobnqDashS0HsLjqWSGXTC7He4Dr4T5Jn2F3fCDz%2FSS1m6LtcCFG5qddvSEaT7SKbX22JOVZy4oyHgyUoYb5GbP2lRYSQSn0jaflAelaRiuUq1TexYGFbOFGjkn4hNUo0Ih9saD1kYM7SK5GDM0dhD%2FarX4FwilZQADiKrbGZdh%2F%2BNeE9VmSisW8Zedh2j9AQg%2BhBLMn%2BaZRlPGtKI2yi7lWp38mAL8DZ1AEYQJOzoHw8tIjHBU8x%2Bc3WLsCjLFm%2FxN2NJqO8QPSPtPwLT7aFWmEeR4BO8kSiifVdaE%2BTXVlaVpxjSYkTSGacj8mVS0ZwbXyv8DaiysLRW1iiztZ5Yy9nqvNzgKXhPqZERpBDTsT26aAC2hZnDVH6QUYJLbd0%2FZ1LpCN4DWAbmnBDwdAzPbc9k8bnwKj7whSmnYLW5%2FM879yTrLE75rzQ0mTkGWj5mCob9GxTQ%2FPhnHJGLagOJ1IaFFoefIp4%2Fxsz6TtVPVEzpx5DFxCAEufwnKjZr8ZKRi%2FvqNatsR%2FcNLi6R6MB1ulPWXLz2PeoP4W0JMoXWxDVcEmdwHc9zTAwghf0tMm72X5Rf4VKuUExgei2WaqBDCzECBkHGTwPe6dpembGdz0aAmnorK%2BGkLPxI80oErVXTW1EYoflDId2VRt2cO9niOn72JlhpcrUmAwHPydNK0JLl3ak5RFMJmLGPIp1kwnIrMxgY6nAGf5lLOVk9tJt45MuGSvvrqALcCP%2FriFbX6hdC%2FmQ7LyoTMgQmAuo%2B6OqNrD%2FE9t609OPgWt2jb%2BafRyWab13Q29KINxI%2BcFNbEZz6uHcQiAMtP%2F4Ls%2FITi7SH8ihWM9zuaXTnsp%2BhHE8w6JZAOzdkHD%2F9viXIuD6RN4mrxX3namxmjAImPz9l%2BC9cPB4fYJctmSrSEB99IZ5Dp1C0%3D&X-Amz-Signature=65c474cac8164d50336a47055744cdcbc800c4bec3fc4714c6df3278a2a25d4e&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Form_CIQ_%28Conflict_of_Interest_Questionnaire%29_-_CIQ.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/1798/e5cb081b-5538-4635-8db5-e27f194dc508_Blank_W-9_2024.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4FBPREDVA%2F20250923%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250923T220927Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIE%2B9SN5V%2BmzjA8Tmi0q7gPhPE19FekgI48tjPQutuOSBAiBiABKFvK%2FjQtGxKqwXuDaLOdQSQh6%2FDIDBmDHwDFsWPSqDBQhOEAIaDDg5MjM2NDY4NzY3MiIMfodcSrhZnI8kmZZeKuAEJXNfsCiLpopxI7FR%2BdIAZDQHZfDSoeYPyN77Nq0teJ%2BGHzczS1JKXpm%2Fo445qg62DgpwLgKg43yd59TgEl4uRtONzblAj3OQDduRdVxvLnDlNXobnqDashS0HsLjqWSGXTC7He4Dr4T5Jn2F3fCDz%2FSS1m6LtcCFG5qddvSEaT7SKbX22JOVZy4oyHgyUoYb5GbP2lRYSQSn0jaflAelaRiuUq1TexYGFbOFGjkn4hNUo0Ih9saD1kYM7SK5GDM0dhD%2FarX4FwilZQADiKrbGZdh%2F%2BNeE9VmSisW8Zedh2j9AQg%2BhBLMn%2BaZRlPGtKI2yi7lWp38mAL8DZ1AEYQJOzoHw8tIjHBU8x%2Bc3WLsCjLFm%2FxN2NJqO8QPSPtPwLT7aFWmEeR4BO8kSiifVdaE%2BTXVlaVpxjSYkTSGacj8mVS0ZwbXyv8DaiysLRW1iiztZ5Yy9nqvNzgKXhPqZERpBDTsT26aAC2hZnDVH6QUYJLbd0%2FZ1LpCN4DWAbmnBDwdAzPbc9k8bnwKj7whSmnYLW5%2FM879yTrLE75rzQ0mTkGWj5mCob9GxTQ%2FPhnHJGLagOJ1IaFFoefIp4%2Fxsz6TtVPVEzpx5DFxCAEufwnKjZr8ZKRi%2FvqNatsR%2FcNLi6R6MB1ulPWXLz2PeoP4W0JMoXWxDVcEmdwHc9zTAwghf0tMm72X5Rf4VKuUExgei2WaqBDCzECBkHGTwPe6dpembGdz0aAmnorK%2BGkLPxI80oErVXTW1EYoflDId2VRt2cO9niOn72JlhpcrUmAwHPydNK0JLl3ak5RFMJmLGPIp1kwnIrMxgY6nAGf5lLOVk9tJt45MuGSvvrqALcCP%2FriFbX6hdC%2FmQ7LyoTMgQmAuo%2B6OqNrD%2FE9t609OPgWt2jb%2BafRyWab13Q29KINxI%2BcFNbEZz6uHcQiAMtP%2F4Ls%2FITi7SH8ihWM9zuaXTnsp%2BhHE8w6JZAOzdkHD%2F9viXIuD6RN4mrxX3namxmjAImPz9l%2BC9cPB4fYJctmSrSEB99IZ5Dp1C0%3D&X-Amz-Signature=b1326364093bea5e6447fa719645c80629e99e9300250e1d77559ed8dcc94ba6&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Blank_W-9_2024.pdf%22&x-id=GetObject

2.4. Principal Place of Business Phone Number*

*Response required

2.5. Company Website URL

2.6. Person Authorized to negotiate and sign contracts with MetroCare (if different than the

Authorized Contact Provided)

2.7. Number of years in business working on similar types of project?*

*Response required

2.8. State and Date of Incorporation, Partnership, or Ownership Established?*

*Response required

2.9. Are you a certified Small Business (SBE), Disadvantaged Business Enterprise (DBE), or Historically

Under-utilized Business (HUB)?*

☐ Yes

☐ No

*Response required

3. Cooperative Purchasing

3.1. MetroCare has established several government entity interlocal agreements. Should any of these Government Entities desire to utilize this contract, would you offer the same terms, conditions,specifications, and pricing to that entity? **

☐ Yes

☐ No

*Response required

4. References

Please provide four (4) references who can verify the quality of service your company provides. MetroCare prefers references from customers/governmental entities with a scope of work similar to the project mentioned in this solicitation in which the respondent has worked in the past three years.

• Company Name Work Was Completed For:

• Company Location:

• Time Period Service was Provided:

• Contact Person and Title:

• Phone:

• Email:

• Description of Contracted Services:

4.1. Reference 1*

MetroCare prefers references from customers/governmental entities with a scope of work similar to the project mentioned in this solicitation in which the respondent has worked in the past three years.

• Company Name Work Was Completed For:

• Company Location:

• Time Period Service was Provided:

• Contact Person and Title:

• Phone:

• Email:

• Description of Contracted Services:

*Response required

4.2. Reference 2*

MetroCare prefers references from customers/governmental entities with a scope of work similar to the project mentioned in this solicitation in which the respondent has worked in the past three years.

• Company Name Work Was Completed For:

• Company Location:

• Time Period Service was Provided:

• Contact Person and Title:

• Phone:

• Email:

• Description of Contracted Services:

*Response required

4.3. Reference 3*

MetroCare prefers references from customers/governmental entities with a scope of work similar to the project mentioned in this solicitation in which the respondent has worked in the past three years.

• Company Name Work Was Completed For:

• Company Location:

• Time Period Service was Provided:

• Contact Person and Title:

• Phone:

• Email:

• Description of Contracted Services:

*Response required

4.4. Reference 4*

MetroCare prefers references from customers/governmental entities with a scope of work similar to the project mentioned in this solicitation in which the respondent has worked in the past three years.

• Company Name Work Was Completed For:

• Company Location:

• Time Period Service was Provided:

• Contact Person and Title:

• Phone:

• Email:

• Description of Contracted Services:

*Response required

5. Claims and Suits

5.1. Has your organization ever failed to complete any work awarded to your company?*

☐ Yes

☐ No

*Response required

5.2. Are there any judgments, claims, arbitration proceedings, or suits pending or outstanding against your organization or its officers?*

☐ Yes

☐ No

*Response required

5.3. Has your organization filed any lawsuits or requested arbitration regarding awarded contracts within the last five years?

☐ Yes

☐ No

5.4. If you have answered "Yes" to any of the claim and suit questions, please provide supplemental information/documents here.

6. Proposal Approach and Timeline- These questions can be further addressed on a separate document within your submittal under the additional information section if needed. For example, a spreadsheet with the supplies or timeline included.

6.1. If awarded, will your company be able to begin the project at the desired timeline outlined in the scope of work?*

*Response required

6.2. Please identify your proposed mobilization plan, including staff hiring and cleaning schedule .*

*Response required

6.3. What are your company’s current quality control programs?*

*Response required

6.4. Please discuss your training programs, including proper cleaning of toilets, counter tops, flooring, installing of refills for dispensers, soap, toilet tissue and paper towels. Please include a copy of your training manual if avaliable. *

*Response required

6.5. Please provide the name of the project manager(s) & supervisor(s) and their resumes or a brief synopsis of their experience with your response.*

*Response required

6.6. How many permanent employees do you have on staff? How many will be assigned to this contract?*

*Response required

6.7. Has your business performed janitorial services for a government or healthcare company before?

If so, what is the name of the company(s).*

*Response required

6.8. What is the square footage of the largest location you have provided janitorial services for? *

*Response required

6.9. Your company will be responsible for providing the equipment and cleaning supplies for each building. List the janitorial cleaning equipment and supplies your company plans to provide for this project. *

*Response required

6.10. Your company will be responsible for providing the cleaning solutions used for the janitorial cleaning services. List the name and type of cleaning solutions your company will use while servicing Metorcare.*

*Response required

6.11. Please provide the Safety Data Sheets for the proposed cleaning solutions..*

*Response required

6.12. Please provide details regarding your criteria for acceptable criminal backgrounds for employment and include any exclusions based on specific offences and timeframes.*

*Response required

6.13. Does your company run background checks for your staff only upon the initial hiring or do you run additional periodic background checks? If you run periodic background checks, how often are the ran?*

*Response required

6.14. Please outline your approach to address any customer service issues reported.*

*Response required

7. Additional Information from Respondent (Optional)

7.1. Please include any additional references, marketing material, or supporting documentation to justify the respondent's qualifications for this project for review with your submittal.