LM 26-07 Janitorial Services - City Facilities Bid Pak.pdf

CITY OF LA MARQUE

BID PROPOSAL LM #26-07

JANITORIAL SERVICES – CITY FACILITIES

INVITATION TO BID

Notice is hereby given that the City of La Marque will receive sealed bids for the Janitorial Services at City Facilities.

Bid Opening: 11:45 AM

Bid Due Date: July 29, 2026

Bid Due Time: 10:00 AM

Bids should be submitted in THREE Copies and a flash drive on the proposal forms and enclosed in a sealed envelope and plainly marked on the outside of the envelope, which clearly identifies it as being “LM #26-07 Janitorial Services – City Facilities”.

THE CITY OF LA MARQUE DOES NOT ACCEPT FAXED OR EMAILED BIDS.

Bids must be addressed to:

City of La Marque

Attn: City Clerk’s Office 1111 Bayou Road La Marque, TX 77568

The City of La Marque reserves the right to accept or reject any or all bids and waive informalities in bidding.

Questions regarding this bid should be directed at:

Rita Bravo, Executive Assistant to the City Manager

(409) 938-9211 / r.bravo@cityoflamarque.org mailto:r.bravo@cityoflamarque.org

SCHEDULE OF EVENTS

JANITORIAL SERVICES – CITY FACILITIES

LM 26-07

Return questions and responses to the Sole Point of Contact identified below:

NAME: Executive Assistant to the City Manager Rita Bravo

PHONE: (409) 938-9211

ADDRESS: 1111 Bayou Road, La Marque, Texas 77568

EMAIL: r.bravo@cityoflamarque.org

Responses for this RFP must be submitted via hand delivery or mail to the Sole Point of Contact identified above. For hand and mailed responses provide the original plus 2 copies and a flash drive.

RFP SCHEDULE

RFP ISSUE DATE: 07/01/2026

RESPONDENT QUESTIONS

DUE BY:

Wednesday July 15th 5:00 PM CST

QUESTIONS ANSWERED BY:

All questions will be answered in the form of an addendum, after the question deadline.

Monday July 20th 5:00 PM CST

MANDATORY PRE-PROPOSAL

CONFERENCE:

The pre-proposal conference will allow all Proposers an opportunity to ask representatives relevant questions and clarify provisions of this RFP.

Wednesday, July 15 2026 at 10:00 AM CST at the La Marque City Hall 1111 Bayou Rd. La Marque, TX 77568

RFP RESPONSE DUE DATE: July 29th 2026 at 10:00 AM

ESTIMATED AWARD DATE: August 10th 2026

TERM OF SERVICE/PROJECT: A one (1) year Agreement with an option to automatically renew for two (2) additional years in one (1) year increments.

TERMS AND CONDITIONS

1. Specifications and bidding documents may be secured from the City of La Marque website at: www.bids.cityoflamarque.org

2. The City reserves the right to reject any or all bids and to waive informalities in bidding. In case of ambiguity or lack of clearness in stating the prices in any bid, the owner reserves the right to consider the most advantageous thereof, or to reject the bid. The award will be made to the responsible bidder submitting the lowest acceptable bid.

3. Before submitting a bid, each bidder must (a) examine the contract document thoroughly, (b) visit the site to familiarize himself with local conditions that may in any manner affect cost, progress or performance of the work (c) familiarize himself with federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the work and (d) study and carefully correlate bidders observations with this bid packet.

4. The submission of a bid will constitute an incontrovertible representation by the bidder that he has complied with every requirement scope and detail to indicate and convey understanding of all terms and conditions for performance of the work.

5. All prospective bids will not be discriminated against on the grounds of race, religion, color, national origin, age, sex, sexual orientation, gender identity, or disability in consideration for award of any contract entered into pursuant to this notice. A contract shall be entered into after all bids are evaluated, after the approval of City Council.

6. Bids will be rejected if:

• The envelope is not properly marked in a manner that clearly identifies it as a bid.

• It is received after the advertised closing date and time for receipt of bids.

• It is submitted on a bid proposal form other than that provided by the City;

is not completely filled in, is incomplete, conditional, or obscure or that contains any additions not called for in the specifications.

• Bid Proposal Forms provided are not manually signed by the person authorized to enter their company into a contract giving their title or authority, company name, address and phone number.

7. PRICE OF MATERIALS AND SALES TAX: This contract is issued by an organization which qualifies for exemption pursuant to the provision of Article

20.04 (f) of the Texas Limited Sales, Excise and the Use Tax Act. The contractor performing this contract may purchase, rent or lease all materials, supplies, equipment used or consumed in the performance of this contract by issuing to his supplier an exemption certificate in lieu of the tax, said exemption certificate complying with the State Comptroller’s Ruling No. 95-0.07. Any such http://www.bids.cityoflamarque.org/ exemption shall be subject to the provisions of the State Comptrollers Ruling Number 95-0.09 as amended to be effective October 2, 1968.

8. The City reserves the right to revise or amend the specifications prior to the date set for opening bids. Such revisions or amendments, if any, will be announced by addenda or addendum to these specifications. Copies of such addenda so issued will be furnished to all prospective bidders.

9. Bid unit price should reflect all charges, i.e., bid unit price, quantity specified and the total charges. In case of errors in the extension, the unit price will govern the bid.

10. Payment on all invoices will be net 30 days.

11. Bids cannot be altered or amended after the opening time. Any alterations made before opening time must be initialed by the bidder or his authorized agent. No bid may be withdrawn after opening without approval and based on a written acceptable explanation.

12. A catalog, brand name or manufacturer’s referenced used in the bid invitation is

DESCRIPTIVE NOT RESTRICTIVE, it is to indicate type and quality desired.

Bids on brand of like nature will be considered. If bidding on other than referenced specifications, bidder must show manufacture, brand or trade name, lot number, etc., of the article offered.

13. CONTRACT TERM: This contract will be for a period of one (1) years beginning in approximately August 2026 with an option to automatically renew for two (2) additional years in one (1) year increments. The City must obtain prices early in order to prepare for the upcoming fiscal year budget.

14. The vendor hereby assigns to purchase any and all claims for over-charges associated with this contract which arise under the Antitrust Laws of the United States, 15 U.S.C.A., ¶ 1, et. Seq. (1973).

15. The City of La Marque reserves the right to award all sections to a single bidder or separate bidders.

16. Bid received after the closing time will be returned unopened.

17. All shipping and delivery charges to be paid by supplier. FOB City of La

Marque, 1111 Bayou Road, La Marque, Texas 77568 or other designated site.

18. Contractor will need to provide proof of insurance.

19. Contractor will prescreen and conduct criminal background checks on all employees assigned to City facilities. Employees with felony convictions within the previous seven (7) years may be denied access at City discretion.

20. Contract will provide a list of three (3) to five (5) references of businesses the contractor is currently using.

21. Contractor will furnish all supplies, materials and equipment necessary for the proper performance of the janitorial service. Supplies and materials include, but are not limited to: brooms, brushes, dust cloths, mops, sponges, disinfectants, glass cleaner, floor polish, waxes, stripper, furniture polish and any other compounds necessary to properly maintain the premises. Contractor will provide price list of all supplies including paper products and trash bags.

22. Provide all necessary cleaning equipment including, but not limited to: buffing machines, vacuum cleaner, carpet extractors, etc. needed for the performance of the work of this contract.

PRICE REVISION CLAUSE:

Whenever possible, the City desires firm prices for the full contract period. It is recognized by the City that qualified bidders may be unwilling to guarantee each category of unit prices during the entire period of this contract because of price changes from the bidder’s source of supply.

In such instances, and asterisk (*) must be placed by the item or items which the bidder is unwilling to guarantee the price for the full contract period, and the partial period of the contract price should be noted on a separate sheet. Such items will be subject to price changes due to increases or decreases in cost from the bidder source of supply during the term of the contract.

INCREASES:

Permissible price revisions in any event shall not exceed the actual unit cost or percentage cost revisions from the bidder’s source of supply. It will ordinarily be the policy of the City to accept price increases which have been noted in the bid proposal when the amount of such increase is reasonable and does not exceed the limit set out in the preceding sentence. However, the City reserves the right to obtain a different source of items which have been increased in price.

DECREASES:

If a vendor does take advantage of this “price revision clause”, the City will expect any decreases in cost from the bidders source of supply during the term of the contract to lower the City’s price for such item or items.

NOTE: The City must have thirty (30) days written notice prior to any increase or decrease in existing prices.

A bid will not be considered where there is not price information offered, nor can bids be considered where prices in effect at the time of shipment are offered.

PERFORMANCE STANDARDS:

The Contractor shall maintain cleaning services in accordance with the specifications and standards outlined within this contract. If cleaning deficiencies are identified, the following corrective process shall apply:

First Deficiency:

City shall issue written notification identifying the deficiency and requesting corrective action.

Second Deficiency:

Contractor shall submit a written corrective action plan outlining measures to remedy the deficiency and prevent recurrence.

Third Deficiency:

Continued performance deficiencies may result in contract termination at the discretion of the City of La Marque.

The City reserves the right to document performance concerns and require corrective measures throughout the contract term.

JANITORIAL SERVICES

ENTRANCE, LOBBY AND OFFICE AREAS (INCLUDING COMMON AREAS)

Each Visit Entrance glass doors will be cleaned All ash urns will be cleaned (where applicable) Outside entrance area will be swept and policed for trash Entrance area furniture will be wiped or brushed to always maintain a clean appearance All horizontal surfaces will be spot dusted for dust/debris that arises between the weekly detail dusting All carpeted areas and mats will be vacuumed including areas under desks and chairs Only designated sockets will be used to plug in vacuums Hard surface floors will be swept and spot damp mopped using fresh/clean mop water.

Plastic chair mats will be mopped as needed Trash receptacles will be emptied and liners replaced as necessary

Interior glass will be spot cleaned as necessary All drinking fountains will be polished and sanitized All furniture and trash cans are to be properly arranged after cleaning and vacuuming is completed Clean/sanitize the public use tables (Library) Glass executive table in conference room cleaned thoroughly (City Hall)

Once A Week Dust all desk tops, shelves, cubicle tops, file cabinets and ledges Wall hangings will be dusted Hard to reach areas of carpet will be vacuumed as necessary Hard surface floors will be thoroughly wet mopped using fresh/clean mop water Doors and kick plates will be cleaned to remove fingerprints and non permanent smudges Light switch plates will be wiped and disinfected Clean and disinfect telephone receivers Dust tops of bookshelves (Library)

Once A Month Blinds will be dusted Window sills and ledges will be dusted Baseboards will be dusted Air vents will be dusted Cobwebs will be removed Desk bases, table bases, and other wood furniture bases will be dusted and polished as necessary to maintain a clean appearance.

Quarterly (4 Times Per Year) – Economic Development Building All interior and exterior glass, including entrance doors, windows, and other glass surfaces, will be thoroughly cleaned.

Note: Will not move or disrupt any items on desk Will not disturb, move or in any way disrupt any computer equipment

RESTROOMS

Each Visit All supplies will be restocked All trash and sanitary napkin containers will be emptied Fresh liners will be put in each receptacle Hard surface floors will be swept and wet mopped using fresh/clean mop water Commodes and urinals will be cleaned inside and out using a germicidal treatment Sinks and countertops will be cleaned using a germicidal treatment All mirrors and fixtures will be cleaned Partitions and walls will be spot cleaned as necessary between the weekly detail clean Disinfectant will be poured in drains to prevent odors (where applicable) Exterior of paper towel dispensers will be wiped and disinfected

Wall areas that are below and near paper towel dispensers will be wiped to remove any water spots Exterior of trash receptacles will be wiped down All stainless steel will be wiped down using appropriate stainless-steel treatment Light switch plates will be disinfected

Once A Week All chrome fixtures will be polished Partitions will be thoroughly cleaned and wiped including tops using germicidal treatment Doors and kick plates will be wiped to remove smudges and fingerprints Air vents will be dusted Cobwebs will be removed Interior of trash receptacles will be wiped and disinfected as necessary

Once A Month Note: For sanitation consideration all monthly detail cleaning duties have been incorporated into either daily or weekly schedule

BREAK ROOM(S) AND COFFEE BARS

Each Visit All tables and chairs will be wiped and organized Trash receptacles will be emptied and liners will be replaced Counter tops and sinks will be cleaned, including splash guards Interior and exterior of microwaves will be cleaned Ice machine will be wiped down free of smudges Hard surface floors will be swept and wet mopped using fresh/clean mop water All carpeted areas and mats will be vacuumed Coffee machines and pots will be cleaned. Grounds will be placed in trash Exterior of refrigerator will be wiped and disinfected Front of vending machines will be cleaned Exterior of paper towel dispensers will be wiped and disinfected Wall areas below dispensers will be cleaned to removed spots Cabinet doors will be wiped to remove any smudges or fingerprints Light switch plates will be wiped and disinfected Interior of soiled trash receptacles will be wiped and cleaned as necessary

Once A Week Doors and switch plates will be wiped to remove non-permanent smudges and fingerprints Air vents will be dusted Cobwebs will be removed Water dispenser drip trays will be emptied and sanitized (where applicable) Wall areas near trash receptacles will be wiped and disinfected Interior of soiled trash receptacles will be wiped and disinfected Paper Recycle Bin will be emptied and paper taken to recycle bin

Once A Month Note: For sanitation consideration all monthly detail cleaning duties have been incorporated into either the daily or weekly schedule

JANITORIAL CLOSET

Closet will be kept clean and organized All supplies will be neatly organized, labeled and MSDS sheets will be included All mop buckets will be emptied after every use All mop heads and cleaning clothes will be cleaned and sanitized or replaced on a regular basis

Other Services

Defective or inoperable building equipment shall be brought to the attention of City of La Marque such as:

Plumbing leaks Defective lights Doors or gates not properly working

PROPOSAL

BUILDING MONTHLY RATE

TIMES/WEEK

MONTHLY RATE

TIMES/WEEK

MONTHLY RATE

TIMES/WEEK

CITY HALL

1111 BAYOU ROAD

2 TIMES/WEEK

(TUES & FRIDAY)

x x x

COUNCIL

CHAMBERS

1109-B BAYOU

ROAD

2 TIMES/WEEK-

(TUES & FRI)

x x x

POLICE DEPT.

431 BAYOU ROAD

3 TIMES/WEEK

(TUES, THU, SAT)

x x

LIBRARY

1011 BAYOU ROAD

3 TIMES/WEEK

(TUES. THURS. &

SAT)

FIRE DEPARTMENT-

ADMINISTRATION

1109-A BAYOU

ROAD

1 TIMES/WEEK

(FRI)

ECONOMIC

DEVELOPMENT

1130 FIRST STREET

2 TIMES/WEEK

(MON & WED)

PUBLIC WORKS

FM 1765

TEXAS AVENUE

2 DAY/WEEK

(MON & WED)

FIRE DEPARTMENT

ADMINISTRATION

5715 TEXAS

AVENUE

2 TIMES/WEEK

(MON & WED)

x x

Carpet Cleaning / Shampooing – 2 times a year **City Hall **Council Chambers **Community Room **Economic Development - One (1) scheduled carpet cleaning/shampooing service shall occur during the month of June.

Carpet Cleaning / Shampooing – 4 times a year **Library

*Company will provide cleaning products

CARPET CLEANING / SHAMPOOING / WET CLEAN

Contractor shall provide carpet cleaning/shampooing services two (2) times up to four (4) times annually for designated facilities. Contractor shall provide advance notice to affected departments prior to performing carpet cleaning services.

Location:

SIGNATURE PAGE

By signature hereon affixed, the bidder certifies that neither the bidder nor the firm, corporation, partnership, or institution represented by the bidder, nor anyone acting on behalf of such entity, has violated the Antitrust Laws and Commerce Code, or Federal Antitrust Laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in such line of business.

Total Amount of Bid: $

Company Name:

Signature:

Printed Name & Title:

Address:

City, State, Zip:

Phone:

E-Mail:

Date:

Acknowledgement of Addenda Received:

Addendum #1

Addendum #2