City of Galveston

REQUEST FOR PROPOSAL

Proposal Reference Number: 26-24

Project Title: Janitorial Services

Proposal Closing Date: 10:00 A.M.(CST),October, 29, 2026

Proposals submitted after the above deadline will not be accepted.

KEY EVENTS SCHEDULE

PROJECT NAME: Janitorial Services

ISSUANCE OF RFP September 29, 2026

DEADLINE FOR QUESTIONS: 10:00 A.M., (CST); Thursday ,October 15, 2026

All questions will be answered in the form of an addendum. All questions related to this RFP are to be directed to the following link: (QUESTION LINK)

ADDENDA CHECKLIST: CHECK HERE FOR ADDENDUMS

(IF APPLICABLE)

SUBMITTAL DEADLINE: 10:00 A.M., (CST);Thursday, October 29, 2026

SUBMITAL REQUIREMENT: Electronic submittals required.

(SUBMITTAL LINK)

*The file size limit for upload is 250 mb per document. If the proposal size exceeds the size limit, Proposers are permitted to breakup the proposal into several documents for upload.

CITY OF GALVESTON

COUNCIL AWARD: A final determination will be made at a future City of Galveston

Council meeting. City of Galveston reserves the right to reject any and all Request for Proposals and waive any and all formalities and conditions.

TERM OF SERVICE/PROJECT: An agreement shall be effective upon execution by the COG for three

(3) years, and shall automatically renew for two (2) successive one (1) year periods under the existing terms and conditions, unless either party gives the other party written notice of non-renewal at least 30 days prior to such renewal date.

https://forms.galvestontx.gov/Forms/EBidQuestions?Solicitation_Title_1=Janitorial%20Services&Solicitation_Type=RFP&Solicitation_Number_1=26-24 https://tx-galveston2.civicplus.com/Bids.aspx https://forms.galvestontx.gov/Forms/EBids?Solicitation_Title_1=Janitorial%20Services&Solicitation_Type=RFP&Solicitation_Number_1=26-24

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SCOPE OF WORK

SECTION 4: PRICING PROPOSAL

SECTION 5: APPENDICES

SECTION 6: PROPOSER’S QUESTIONAIRE

SECTION 7: REFERENCES

SECTION 8: SUBMISSION OF PROPOSER

SECTION 9: PROPOSED SAMPLE AGREEMENT

SECTION 1

INTRODUCTION

1.1 Description of City of Galveston

The City of Galveston (“COG”) is an island community with 32-miles of coastline and historic architecture that more than 50,000 residents call home. We are home to a port, a major medical complex, and two universities. The City of Galveston employs more than 800 people to provide essential services to our residents.

The City of Galveston located in Texas is a home rule city, and is governed through a council-manager form of government.

City of Galveston’s web page is located at https://www.galvestontx.gov

1.2 Objective of this Request for Proposal

The City of Galveston (“COG”) is soliciting proposals in response to this Request for Proposal, RFP 26- 24 (this “RFP”), from qualified vendors to provide Janitorial Services (the “Services”). The Services are more specifically described in Section 3 (Scope of Work) of this RFP.

COG reserves the right to award multiple Agreements as a result of this RFP if deemed in the best interest of COG. COG makes no representations of any kind that an award will be made as a result of this RFP.

COG is soliciting competitive sealed submissions from vendors having suitable qualifications and experience providing services in accordance with the terms, conditions and requirements set forth in this RFP. This RFP provides sufficient information for interested parties to prepare and provide submissions for consideration by COG.

1.3 Public Information

Proposer is hereby notified that COG strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information.

COG strictly adheres to the Texas Public Information Act (Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information.

Proposal documents are not available for public inspection until after the Agreement award. If the proposer has notified COG, in writing, that the proposal document contains trade secrets or confidential information, COG will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall COG be liable for disclosure of such information by COG in response to a request, regardless of COG’s failure to take any such reasonable steps, even if COG is negligent in failing to do so.

The requirements of Subchapter J, Chapter 552, Government Code, may apply to this solicitation and the company or vendor agrees that the agreement can be terminated if the company or vendor knowingly or intentionally fails to comply with a requirement of that chapter. Vendor or company acknowledges that this solicitation is part of any resulting agreement of the solicitation.

1.4 Type of Agreement

All Proposers are hereby put on notice that if the proposer is awarded an agreement for procurement of goods or services, COG is entering into that agreement in its governmental capacity, and not a proprietary capacity.

https://www.galvestontx.gov/

A award of an agreement to a vendor(s) does not guarantee the vendor(s) that COG shall issue any Purchase Order(s) for the proposer’s goods or services, or guarantee any particular volume use, number, or sales.

Vendor will be required to enter into an agreement with COG in a form substantially similar to the Proposed Sample Agreement between COG and vendor (the “Agreement”) attached to this RFP in Section 9 and incorporated for all purposes.

Proposers should be aware that the contents of the successful proposal will become a part of the subsequent contractual documents. Failure of the proposer to accept this obligation may result in the cancellation of any award.

By submitting a proposal, proposer further warrants and represents that he/she has become fully acquainted with the conditions, facts, and circumstances relating to providing the services/products required under this RFP. The failure or omission of proposer to acquaint himself/herself with existing conditions, facts, and circumstances, shall in no way relieve him/her of any obligation with respect to his/her proposal and any ensuing agreement.

Each proposer acknowledges that COG has made a reasonable attempt to provide the proposer with relevant data. The proposer, therefore, waives any right of voidance of the agreement based upon any expressed or implied warranty or representation that the pricing or activity data provided discloses all requirements, risks or exposures known to exist in the provision of the services being requested.

1.5 Clarifications and Interpretations

Proposers shall promptly notify the COG of any omissions, ambiguity, inconsistency, or error that they may discover upon examination of this RFP. COG 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.

COG may, in its sole discretion, respond in writing to written inquiries concerning this RFP. Only COG’s responses that are made by formal written Addenda will be binding on COG. Any verbal responses, written interpretations, or clarifications other than addenda to this RFP will be without legal effect. All addenda issued by COG prior to the submittal deadline will be and are hereby incorporated as a part of this RFP for all purposes.

Proposers are required to acknowledge receipt of each addendum as specified in this section. The proposer must acknowledge all addenda by completing, signing, and returning the Addenda Checklist.

The addenda checklist must accompany the proposer’s proposal.

Responses to inquiries which directly affect an interpretation or effect a change to this RFP will be issued in writing by addendum and posted to COG website. All such addenda issued by COG prior to the submittal deadline shall be considered part of the RFP. COG shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum.

1.6 Proposal Evaluation Process

The evaluation of the Proposals shall be based on the requirements and percentages described in Section 2.2 of this RFP. All properly submitted Proposals will be reviewed, evaluated, and ranked by

COG.

An award of an agreement to provide the goods or services specified herein will be made using competitive sealed proposals, in accordance with Chapter 252 of the Texas Local Government Code and with the COG’s purchasing policy. All proposals submitted by the submittal deadline, accompanied by the number of completed and signed originals that are required by this RFP, will be opened publicly to identify the name of each proposer submitting a proposal. Any proposals that are not submitted by the submittal date, or that are not accompanied by the number of completed and signed originals by this RFP, will be rejected by COG as non-responsive due to material failure to comply with advertised specifications.

If the proposal document is incomplete or otherwise fails to conform to the requirements of the RFP, COG alone will determine whether the variance is so significant as to render the Proposal non-responsive.

After the opening of the proposals and upon completion of the initial review and evaluation of the proposals, COG may invite one or more selected proposers to participate in oral presentations. COG will use commercially reasonable efforts to avoid public disclosure of the contents of a proposal prior to selection of vendor.

Discussions may not be initiated by proposers. These discussions will be limited to issues and topics brought forth by the COG. Any attempt by proposer or vendor at deviating from the issues and topics to discuss other issues and topics concerning the proposal brought forth by the COG shall be grounds for disqualification. Vendors shall not contact any COG personnel during the proposal process without the express permission from the COG’s Purchasing Manager.

COG may make the selection of vendor on the basis of the proposals initially submitted, without discussion, clarification, or modification. In the alternative, COG may make the selection of vendor on the basis of negotiation with any of the proposers. In conducting such negotiations, COG will use commercially reasonable efforts to avoid disclosing the contents of competing proposals.

At COG's sole option and discretion, COG may discuss and negotiate all elements of the proposals submitted by selected proposers within a specified competitive range. For purposes of negotiation, COG may establish, after an initial review of the proposals, a competitive range of acceptable, or potentially acceptable, proposals composed of the highest rated proposal(s). In that event, COG will defer further action on proposals not included within the competitive range pending the selection of vendor; provided, however, COG reserves the right to include additional proposals in the competitive range, if deemed to be in the best interests of COG.

After submission of a proposal, but before final selection of vendor is made, COG may permit a proposer to revise its proposal in order to obtain the proposer's best and final offer (BAFO). In that event, representations made by proposer in its revised proposal, including price and fee quotes, will be binding on proposer. COG will provide each proposer within the competitive range with an equal opportunity for discussion and revision of its proposal. COG is not obligated to select the proposer offering the most attractive economic terms if that proposer is not the most advantageous to COG overall, as determined by COG.

If only one bid or proposal is received in response to the Request for Proposal/Bid, a detailed cost proposal may be requested of the single vendor. A cost/price analysis and evaluation and/or audit may be performed of the cost proposal in order to determine if the price is fair and reasonable.

All correspondence relating to this proposal, from advertisement to award, shall be sent to the COG’s Purchasing Division. All presentations and/or meetings between COG and the vendor relating to this proposal shall be coordinated by COG Purchasing Division. COG reserves the right to determine which proposal provides COG with the best value and which will be in the COG’s best interest.

COG reserves the right to (a) enter into an agreement for all or any portion of the requirements and specifications set forth in this RFP with one or more proposers, (b) reject any and all proposals and re-solicit proposals, or (c) reject any and all proposals and temporarily or permanently abandon this selection process, if deemed to be in the best interests of COG. Proposer is hereby notified that COG will maintain in its files concerning this RFP a written record of the basis upon which a selection, if any, is made by

COG.

1.7 COG’s Reservation of Rights

COG may evaluate the Proposals based on the anticipated completion of all or any portion of the Project.

COG reserves the right to divide the Project into multiple parts, to reject any and all Proposals and re-solicit for new Proposals, or to reject any and all Proposals and temporarily or permanently abandon the Project. COG makes no representations, written or oral, that it will enter into any form of agreement with any respondent to this RFP for any project and no such representation is intended or should be construed by the issuance of this RFP. Acceptance of a Proposal for consideration does not waive this reservation of rights, nor does it imply any obligation by COG.

COG reserves the right to award one agreement for some or all the requirements proposed or award multiple agreements for various portions of the requirements to different proposers.

If the best proposer’s Proposal is significantly unbalanced either in excess of or below reasonable cost analysis values normally associated with the work, the Proposal will be considered as non-responsive and will not be considered for award. COG reserves the right to evaluate and determine the next qualified Proposal for consideration of Award.

1.8 System for Award Management (SAM.GOV)

All vendors contracting with COG may be required to register, or have an active registration with the System for Award Management (SAM.gov). Registration is free. The System for Award Management (SAM) is the official registration required prior to bidding on a contract with any federal government agency, including local governments who receive federal funds. Registration must be completed prior to contract award by COG Council. Registering online is accomplished on the SAM website here:

https://sam.gov/content/home

1.9 No Reimbursement for Costs

Proposer acknowledges and accepts that any costs incurred from the proposer’s participation in this RFP shall be at the sole risk and responsibility of the proposer. Proposer understands and agrees that (1) this RFP is a solicitation for proposals and COG has made no representation written or oral that one or more agreements with COG will be awarded under this RFP; (2) COG issues this RFP predicated on COG’s anticipated requirements for the Services, and COG has made no representation, written or oral, that any particular scope of services will actually be required by COG; and (3) proposer will bear, as its sole risk and responsibility, any cost that arises from proposer’s preparation of a proposal in response to this RFP.

1.10 RFP Withdrawals and/or Amendments

COG reserves the right to withdraw this RFP for any reason. COG reserves the right to amend any aspect of this RFP by formal written addendum prior to the Proposal submittal deadline.

1.11 Tax Exempt Status

COG purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the proposal. COG will furnish Excise Tax Exemption Certificate upon request.

1.12 Compliance with House Bills 13, 19, 89 and Texas Government Code Chapter 2252, Section 2252.152

COG Requires proposer to verify that they are in-compliance with House Bills and Texas Government Codes. Refer to Section 5 for these documents

1.13 Proposal Validity Period

Once the submittal deadline has passed, any proposal document shall constitute an irrevocable proposal to provide the commodities and/or services set forth in the Scope of Services at the price(s) shown in the proposal document. Such proposal shall be irrevocable until the earlier of the expiration of ninety (90) days from the submittal deadline, or until an agreement has been awarded by the COG.

https://sam.gov/content/home

1.14 Equal Opportunity Employer

COG is an equal opportunity employer and does not discriminate in awarding agreements or employment of persons because of their race, sex, age, religion, national origin, veteran, disabled or handicap status or any other characteristic protected by law. COG requires companies with which it conducts business to be equal opportunity employers and comply with all applicable federal, state and municipal laws and regulations regarding contracting and employment practices.

1.15 Conflict of Interest Questionnaire (Form CIQ)

A person or business, and their agents, who seek to contract or enter into an agreement with COG, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Section 5. The form must be filed with the COG Secretary no later than seven (7) days after the date the person or business begins agreement discussions or negotiations with COG, or submits an application, response to a request for proposals or proposals, correspondence, or other writing related to any potential agreement with COG. If no conflict exists, the proposer must mark the form Not Applicable or NA and return with the proposal packet.

1.16 Disclosure of Interested Parties Form 1295

A person or business, who enters into an agreement with COG, meeting the conditions according to Texas Local Government Code Sec. 2252.908, is required to file Form 1295 with Texas Ethics Commission. This form is not required unless there is an agreement between the vendor and the COG. Do not submit this form unless you receive an award letter from COG.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

1.17 Protest Procedure

Any actual or prospective proposer who is allegedly connected with the solicitation or award of an offer may protest. The protest will be submitted in writing to the COG’s Purchasing Division within three working days after such aggrieved person knows of, or should have known of the facts giving rise thereto.

If the protest is not resolved by mutual agreement, the Purchasing Division will promptly issue a decision in writing, via electronic mail, to the protesting person.

i. All protest lodged by potential or actual bidders, contractors or proposers must be made in writing, via electronic mail, and contain the following information:

a. Name, address and telephone number of the protestor.

b. Identification of the solicitation or agreement number and time.

c. A detailed statement of the protester’s legal and factual grounds, including copies of relevant documents.

d. Identification of the issue(s) to be resolved and statement of what relief is requested.

e. Arguments and authorities in support of the protest.

f. A statement that copies of the protest have been delivered, via electronic mail, to all interested parties in the invitation to bid or request for proposals process.

ii. In the case of request for proposals, the COG Purchasing Manager shall ask the protester deliver, via electronic mail, the protest to relevant parties.

1.18 Pursuant to Sec. 2-341 of the COG Code – Declaration of Policy

A. It is the policy of COG to stimulate growth of local minority and women-owned business enterprise (M/WBE) by encouraging their participation in all phases of its contract and procurement activity and by affording them the opportunity to compete for all COG contracts. The purpose and objectives of this article are to:

i. Increase the capacity of local M/WBE’s to provide products and services.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

ii. Increase the opportunities for local M/WBE’s to expand their business with COG and other public and private sector business entities.

B. Provided, however, nothing herein shall require COG to award contracts for services or procurements to a M/WBE which is not also the lowest responsive and responsible proposer and otherwise qualified unless COG may otherwise lawfully award the contract to someone other than the lowest responsive, responsible proposer.

C. Additionally, COG has a Disadvantaged Business Enterprise, (DBE) program mandated by the US

Department of Transportation, which is part of its M/WBE program.

1.19 Insurance Requirements

Insurance: The proposer, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified in the Scope of Services, Appendix J) as City may require, naming the City of Galveston as the additional insured:

i. Worker’s Compensation and Employer’s Liability insurance, including All States

Endorsement, to the extent required by federal law and complying with the laws of the State of Texas;

ii. Commercial General Liability insurance for at least one million dollars ($1,000,000) on a per occurrence basis, with a two million ($2,000,000) aggregate. Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations/Products Liability, Premises Liability, Medical Payments, and Broad Form General Liability Endorsements;

iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired automobiles to be used by the contractor, with coverage at the minimum State of Texas requirements;

iv. Professional Liability, Errors and Omissions in an amount to be determined in the Scope of

Services.

Insurance coverage shall be on an “occurrence basis”

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

Refer to Key Events Schedule.

2.2 Criteria for Selection

Proposer is encouraged to propose terms and conditions offering the maximum benefit to COG in terms of:

Scoring Criteria:

2.2.1.1 Cost of Service……………………….……….……………….……... (50%)

2.2.1.2 Reputation of Offeror/References ……………………………….… (20%)

2.2.1.3 Experience/Length of time in the Janitorial Services

Industry.……………….………………………………………………. (20%)

2.2.1.4 Ability to perform the service-Staffing capabilities, quality control. (10%)

An evaluation team from COG will evaluate proposals. The evaluation of proposals and the selection of vendor will be based on the information provided by proposer in its proposal. COG may give consideration to additional information, if COG deems such information relevant.

SECTION 3

Scope of Work

3.1 Project Title: Janitorial Services

3.2 Special Conditions (Bonds, Federal Clauses, etc..)

Include any special conditions including bonding and insurance requirements.

3.3 Brand Manufacture Reference

COG has determined that any manufacturer’s brand defined in the Scope of Services meets the COG’s product and support need. The manufacturer’s reference is not intended to be restrictive, and is only descriptive of the type and quality COG desires to purchase. Quotes for similar manufactured products of like quality will be considered if the Proposal is fully noted with the manufacturer’s brand name and model. COG reserves the right to determine products and support of equal value, and whether other brands or models meet the COG’s product and support needs.

3.4 Scope of Work – Requirements (ATTACH SCOPE OF SERVICES)

3.5.1 The Vendor must use its own employees.

COG is looking for a company to provide Janitorial Services for the following facilities.

Facility Locations :

• Galveston City Hall: located at 823 Rosenberg 32,338 sq. ft. …………….. 5 days / week

• Central Fire Station: (Administrative Section only 3rd Floor) located at 823 26th Street 8,000 sq.

ft…………………………………………………………………………………… 2 days / week

• Grants and Housing: located at 2508 Ball Street 3,000 sq. ft. ………….. 2 days / week

• Public Works Facility Administrative Building: located at 3015 Market Street 20,000 sq. ft.

…………………………………………………………………………………… . 5 days / week

• Island Transit: located at 3115 Market Street 6,000 sq. ft. ………………. 5 days / week

• City Marshal/ Code Enforcement Facility: located at 3002 Ball Street 4,000 sq.

ft……………………………………………………………………………………. 3 days / week

Building(s) # of Floors # of Restrooms Galveston City Hall 4 9 Central Fire Station 1 5 Grants and Housing 1 2 Public Works Facility Admin Building 1 2 Island Transit 1 5 City Marshal/ Code Enforcement Facility 2 3

Services shall be provided Monday thru Friday at three of the locations and part-time at the other three location.

Porter should be capable of performing the following duties:

• Empty all trash and discard into dumpster.

• Vacuum all carpet areas in offices, including under desks and/or workstations.

• Sweep and mop all hard floors

• Dusting surfaces

• Clean and sanitize restrooms

Restrooms – Daily:

• Clean & disinfect all restrooms

• Restock all supplies

• Empty all trash and sanitary napkin containers

• Place fresh liners in each receptacle

• Sweep and wet mop hard surface floors, using fresh/clean mop water.

• Clean commodes and urinals inside and out using germicidal treatment

• Clean sinks and countertops using a germicidal treatment

• Clean all mirrors and fixtures

• Spot clean partitions and walls

• Where applicable, pour disinfectant in drains to prevent odors

• Wipe and disinfect exterior of paper towel dispensers

• Wipe and remove water spots from wall areas that are below and near paper towel dispensers

• Wipe down exterior of trash receptacles

• Wipe down all stainless steel using appropriate stainless-steel treatment

• Disinfect light switch plates

• When cleaning meeting rooms, also wipe down furniture.

• Clean scuffmarks and gum from floors.

• Spot mop as needed.

• Clean interior partition glass.

• Clean all entrance glass doors.

• Sweep outside entrance areas and police for trash.

• Wipe or dust furniture in common areas

Coffee Bars – Daily:

• Empty trash receptacles and replace liners

• Clean counter tops and sinks

• Clean exterior and interior of microwaves

• Sweep and wet mop hard surface floors using fresh/clean mop water

• Vacuum all carpet areas and mats

• Clean coffee machines and pots and place grounds in trash

• Wipe and disinfect exterior of refrigerator

• Wipe cabinet doors

• Wipe and clean interior of soiled trash receptacles as necessary

Additional Duties

• Dust all desktops, shelves, cubicle tops, file cabinets and ledges. (note- do not remove papers to dust desks) – Daily

• Clean and polish water fountains. - Daily

• Vacuum carpeted areas and or sweep and mop hard floors in meeting rooms. - Daily

• Dust all wall hangings. - Monthly

• Vacuum hard to reach carpet areas. - Daily

• Clean and wipe all wooden doors, including kick plates. - Monthly

• Wipe and disinfect light switch plates. - Monthly

• Dust mop and damp mop all tile floors. - Daily

• Clean and damp mop the stairwell. - Daily

• Clean all glass doors with glass cleaner. - Daily

• Clean and wipe down meeting room desks and tables. - Daily

• Vacuum A/C vents and returns. Bi-Annually

• High dusting; including removal of cobwebs. (above 72 inches) Bi-Annually

• Spot clean carpet areas. – As needed

• Clean all stair banisters. - Monthly

• Feather dust all window blinds. - Monthly

• Mop plastic chair mats. - Daily

• Dust window blinds. - Monthly

• Dust windowsills, ledges and baseboards. - Monthly

• Clean all tile walls in bathrooms. - Daily

• Clean, strip, and wax all tile floors. – Bi-Annually

• Clean, strip, and wax all VCT flooring, including restroom floors – Bi-Annually

• Polish all Terrazzo Tile flooring in City Hall – Annually

Janitorial Closet:

• Closets 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 each use.

• All mop heads and cleaning cloths will be cleaned and sanitized or replaced on a regular basis.

Other Responsibilities May Include :

Defective or inoperable building equipment shall be brought to the attention of the Facilities Director such as:

• Leaking plumbing.

• Defective lights.

• Doors or gates not properly working.

• Other unusual circumstances that might affect the security, maintenance, or effectiveness of the facility.

• Building shall be locked after each service.

• Any other related facility duties as required.

The contractor shall be able to provide proof that all employees performing work under this contract are legally able to work in the United States.

Any City of Galveston facility may be added to or deleted from the contract at any time at the discretion of the Facilities Director.

The City will provide liquid hand soap, paper towels, toilet paper, toilet seat covers and trash can liners. The vendor is to furnish all liquid cleaning products and equipment such as vacuums, mops, mop buckets and wringers, carts, brooms, dust mops and heads.

Do not include any carpet cleaning with this bid package. The Terrazzo tiled floors (3,222 Square Feet) in City Hall shall be cleaned and polished on an annual basis and this cost is to be included in the bid price.

All custodial employees are required to wear identification badges and company uniforms that are always clearly visible.

Start and stop times will be at the discretion of the City.

Successful bidder guarantees 100% attendance. (If the regular person is out, a substitute will be provided.)

Possible Additional Services:

In the event of an emergency, due to weather, or other emergencies, the City requests that a staff member be stationed at any of the facilities that have ongoing operations. The hours will be from 8:00 a.m. to 5:00 p.m., Monday through Friday only. Include the hourly rate for operations during an emergency event.

_______ Yes, company will have staff at a designated facility during an emergency

_______ No, company will not have staff at a designated facility during an emergency

If yes is checked the hourly rate for service: $___________________

SECTION 4

PRICING PROPOSAL

Proposal of: ___________________________________ (Proposer Company Name)

To: City of Galveston

Ref.: Janitorial Services

RFP No#: 26-24

Ladies and Gentlemen:

Having carefully examined all the specifications and requirements of this RFP and any attachments thereto, the undersigned proposes to furnish the “Services” required pursuant to the above-referenced Request for Proposal upon the terms quoted below.

4.1 Pricing Proposal for Services Offered

4.1.1 See below COG pricing proposal (Ref. 4.6). It must be filled out completely and returned with this pricing proposal.

4.2 Added Value

4.2.1 Describe any proposed benefits to COG from proposer, not otherwise set forth herein, which would be an added value to COG.

4.3 COG’s Payment Terms

COG’s standard payment terms for services are “Net 30 days.”

4.4 Price Increases Upon Extension

Any contract resulting from this RFP shall be effective for three (3) years upon execution by the City of Galveston. Proposed pricing referenced in 4.6 Pricing Proposal shall be firm for three (3) years.

It is agreed that City will have the option to extend the contract for up to two (2) additional years in one-year intervals. Upon option to extend, if approved by the COG, the Bidder shall modify the rates charged by the Bidder to reflect any changes shown in the comparative statement delivered to COG. The maximum increase allowed under this provision shall be three percent (3%) per year. COG will not accept, or agree, to any escalation clause higher than three percent (3%) per year. If an escalation clause of greater than the maximum allowed by COG, as stated previously, is inserted in the blanks below, COG will consider that the amount of escalation is 0%. COG shall have authority, in its reasonable discretion, to determine the validity of any change in Bidder’s rates. COG cannot exercise the Option to Extend with any price increases unless the Bidder completes the section of the Quote requesting anticipated percentage of annual escalation. The escalation time frame will be determined by COG’s Fiscal Year which begins in October and ends the following September. (example: FY 2022 October 1, 2021 – September 30, 2022).

Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractor’s cost, not profits.

FIRST ADDITIONAL YEAR (FY 2030) ESCALATION …….………... __3___%

SECOND ADDITIONAL YEAR (FY 2031) ESCALATION….…......... ___3__%

4.5 Cooperative Governmental Purchasing Notice

Other governmental entities maintaining inter-local agreements with COG, may desire, but are not obligated, to purchase goods and services defined in this RFP from the successful proposer. All purchases by governmental entities, other than COG, will be billed directly to and paid by that governmental entity. COG will not be responsible for another governmental entity’s debts. Each governmental entity will place their own orders with the successful proposer and be responsible for ensuring full compliance with the RFP specifications. Prior to other governmental entities placing orders, COG will notify the successful proposer of their intent.

Please indicate below if you will permit other governmental entities to purchase from your agreement with

COG.

[ ] Yes, Others can purchase [ X ] No, Only the COG can purchase.

4.6 Pricing Proposal

ITEM

(1) Building 1 10,000 sq ft x

5 days/week Building 2 1,000 sq ft. x

3 days/week

Total 53,000 sq / ft per week

248 days per year

Or 10600 sq ft / day

(2) Bid for contract for day to day

$100,000

Bid amount / days per year = cost per day

Cost per day/ sq ft per day = rate per sq foot

(3) Rate per sq foot $0.038 sq /ft/day

(4) Percent mark-up, if any, to be applied to provided parts or material

(5) Percent mark-up, if any, to be applied to provided equipment if necessary

(6) List any additional costs that may be related to providing service

Respectfully submitted, Proposer: ____________________________

By: ___________________________ (Authorized Signature for Proposer)

Name: _________________________

Title: __________________________

Date: _____________________

SECTION 5

Appendices

Appendix A – Proposal Document Appendix B – Conflict of Interest Appendix C – House Bills 13, 19, 89 Appendix D – Property Tax Statement Appendix E – Nepotism Statement Appendix F – Non-Collusion Statement Appendix G – Certification Regarding Debarment Appendix I _ Federal Clauses

Appendix A – Proposal Document

Submittal Checklist: (To determine validity of Proposal)

______Appendix A must be included in the submittal.

______Appendix B – G all forms must be complete and included in the submittal.

By checking the below box(es), you are acknowledging the contents of the document(s) relating to the listed appendices, and agreeing to their terms:

Appendix B – Conflict of Interest Appendix E – Nepotism Statement Appendix C – House Bill 13, 19, 89 Verification

Appendix F – Non-Collusion Statement

Appendix D – Property Tax Statement

Appendix G – Certification Regarding Debarment

All Proposals delivered to the City of Galveston shall include this page with the submittal.

RFP Number: 26-24

Project Title: Janitorial Services

Submittal Deadline: Refer to Key Event Schedule

Proposer Information:

Proposer’s Legal Name:

Address:

City, State & Zip

Federal Employers Identification

Number #

Phone Number:

Fax Number:

E-Mail Address:

Proposer Authorization

I, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into an agreement on behalf of the Proposer.

Printed Name and Position of Authorized Representative: ________________________________________

Signature of Authorized Representative: ____________________________________________

Signed this __________(day) of _________________________(month),________(year)

Appendix B – Form CIQ

INFORMATION REGARDING VENDOR CONFLICT OF INTEREST QUESTIONNAIRE

WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an employment or business relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve – month period, or an officer or a member of the officer’s family has accepted gifts with an aggregate value of more than $250 during the previous twelve – month period and the person engages in any of the following actions:

1. contracts or seeks to contract for the sale or purchase of property, goods or services with the City, including any of the following:

a. written and implied contracts, utility purchases, purchase orders, credit card purchases and any purchase of goods and services by the City;

b. contracts for the purchase or sale of real property, personal property including an auction of property;

c. tax abatement and economic development agreements;

2. submits a Proposal to sell goods or services, or responds to a request for proposal for services;

3. enters into negotiations with the City for a contract; or

4. applies for a tax abatement and/or economic development incentive that will result in a contract with the City

THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:

1. Mayor and City Council Members;

2. City Manager;

3. Board and Commission members and appointed members by the Mayor and City Council;

4. Directors of 4A and 4B development corporations;

5. The executive directors or managers of 4A and 4B development corporations; and

6. Directors of the City of Galveston who have authority to sign contracts on behalf of the City.

EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was a political contribution, a gift to a member of the officer’s family from a family member; a contract or purchase of less than $2,500 or a transaction at a price and subject to terms available to the public; a payment for food, lodging, transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or agency.

WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a “Conflict of Interest Questionnaire” (FORM CIQ) which is available online at www.ethics.state.tx.us and a copy of which is attached to this guideline. The form contains mandatory disclosures regarding “employment or business relationships” with a municipal officer. Officials may be asked to clarify or interpret various portions of the questionnaire.

WHEN: The person or business must file:

1. the questionnaire – no later than seven days after the date the person or business begins contract discussions or negotiations with the municipality, or submits an application, responds to a request for proposals or Proposals, correspondence, or other writing related to a potential contract or agreement with the City; and

2. an updated questionnaire – within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate.

It does not matter if the submittal of a Proposal or proposal results in a contract. The statute requires a vendor to file a FORM CIQ at the time a proposal is submitted or negotiations commence.

WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department.

The Finance Department is required by law to post the statements on the City’s website.

ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed $500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business days after the person received notice of a violation.

NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire.

THIS DOCUMENT MUST BE COMPLETED AND SUBMITTED AS IT IS A PART OF THE

SOLICITATION PACKAGE AS MENTIONED IN SECTION 8 OF THE PROPOSAL.

CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ

For vendor or other person doing business with local governmental entity

This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code.

A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor.

OFFICE

USE

ONLY

Date Received

1. Name of person who has a business relationship with local governmental entity.

2. Check this box if you are filing an update to a previously filed questionnaire.

(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)

3. Name of local government officer with whom filer has employment or business relationship.

Name of Officer

This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire?

Yes No

B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity?

Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more?

Yes No

D. Describe each employment or business relationship with the local government officer named in this section.

4.

Signature of person doing business with the governmental entity Date Adopted 06-29-2007

Appendix C - House Bills 13, 19 & 89 Verification

Pursuant to Senate Bill 13 of the 87th regular Texas Legislature session:

Verification Regarding Boycotting Energy Companies – Pursuant to Chapter 2274, Texas Government Code, Contractor verifies (1) it does not boycott energy companies, and (2) it will not boycott energy companies during the term of this Agreement. Contractor acknowledges this Agreement may be terminated and payment withheld if this verification is inaccurate. (Note: This provision only applies in a contract that (1) has a value of $100,000 or more that is to be paid wholly or partly from public funds and (2) is with a for-profit entity, not including a sole proprietorship, that has ten (10) or more full-time employees.)

Pursuant to Senate Bill 19 of the 87th regular Texas Legislature session:

Discrimination Against Firearm Entities – In accordance with Texas Government Code Chapter 2274, Contractor verifies that it does not have a practice, policy, guidance or directive that discriminates against a firearm entity or firearm trade association; and will not discriminate during the term of the contract against a firearm entity or firearm trade association. 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 or more to be paid under the terms of this Agreement; and does not apply: (i) if 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 bids from a company were able to provide the required certification.

Pursuant to Sections 2271.001, 2271.002, 808.001, Texas Government Code:

1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes; and

2. “Company” has the meaning assigned by Section 808.001, except that the term does not include a sole proprietorship.

3. Section only applies to a contract that is between a governmental entity and a company with 10 or more full-time employees; and has a value of $100,000 or more that is to be paid wholly or partly from pubic funds of the governmental entity.

I, ______________________________________ (Person name), the undersigned representative of (Company or

Business Name) _______________________________________________________ (hereinafter referred to as Company) being an adult over the age of eighteen (18) years of age, do hereby depose and verify under oath that the company named-above, under the provisions of Subtitle F, Title 10, Government Code Chapter 2271; depose and verify under oath that the Company, under the provisions of Subtitle A, Title 8, Government Code, is amended by adding Chapter 809; do hereby depose and verify under oath that the Company, under the provisions of Subtitle F, Title 10, Government Code, is amended by adding Chapter 2274 will not discriminate and/or boycott any of these provisions outlined and defined in House Bills 13, 19 and 89.

DATE SIGNATURE OF COMPANY REPRESENTATIVE

THIS DOCUMENT MUST BE COMPLETED AND SUBMITTED AS IT IS A PART OF THE SOLICITATION PACKAGE

AS MENTIONED IN SECTION 8 OF THE PROPOSAL.

Appendix D – Property Tax Statement

FAILURE TO COMPLETE THIS ATTACHMENT SHALL RESULT IN THE PURCHASING SUPERVISOR

DEEMING YOUR BID OR PROPOSAL

“NON-RESPONSIVE.”

The City of Galveston, Texas has adopted the following policy:

The City of Galveston will not do business with any person or business that owes delinquent property taxes to the City.

Please indicate whether you or your company, owe delinquent property taxes to the City whether an assumed name, partnership, corporation, or any other legal form.

______ I do not owe the City property taxes that are delinquent.

______ I owe City property taxes that are delinquent on property located at

Proposer’s Printed or Typed Name

Proposer’s Signature

Date

THIS DOCUMENT MUST BE COMPLETED, SIGNED, AND SUBMITTED AS IT IS A PART OF THE

Appendix E – Nepotism Statement

FAILURE TO COMPLETE THIS ATTACHMENT SHALL RESULT IN THE PURCHASING SUPERVISOR

DEEMING YOUR BID OR PROPOSAL

“NON-RESPONSIVE.”

The bidder or proposer or any officer, if the bidder or proposer is other than an individual, shall state whether bidder or proposer has a relationship, either by blood or marriage, with any official or employee of the City of Galveston by completing the following:

If the proposer or bidder is an individual:

______ I am not related by blood or marriage to any official or employee of the

City of Galveston

______ I am related by blood or marriage to the following official(s) or employee(s) of the City of Galveston

Name and title of City Official

Or employee: ___________________________________________________

Relationship: ____________________________________________________

If the bidder or proposer is NOT an individual:

______ The officers of the company submitting this bid or proposal are not related by blood or marriage to any official or employee of the City of Galveston.

______ The officers of the company submitting this Proposal are related by blood or marriage to the following official(s) or employee(s) of the City of Galveston.

Name and title of officer: ___________________________________________________

Employee and title of City Official or Employee: ________________________________

Relationship: _________________________________

THIS DOCUMENT MUST BE COMPLETED AND SUBMITTED AS IT IS A PART OF THE

Appendix F – Non-Collusion Statement

THE UNDERSIGNED AFFIRM THAT THEY ARE DULY AUTHORIZED TO EXECUTE THIS CONTRACT,

THAT THIS COMPANY, FIRM, PARTNERSHIP OR INDIVIDUAL HAS NOT PREPARED THIS PROPOSAL

IN COLLUSION WITH ANY OTHER PROPOSER, AND THAT THE CONTENTS OF THIS PROPOSAL AS

TO PRICES, TERMS OR CONDITIONS OF SAID PROPOSAL HAVE NOT BEEN COMMUNICATED BY THE

UNDERSIGNED NOR BY ANY EMPLOYEE OR AGENT TO ANY OTHER PERSON ENGAGED IN THIS

TYPE OF BUSINESS PRIOR TO THE OFFICIAL OPENING OF THIS PROPOSAL.

PROPOSER__________________________________________________________________

ADDRESS___________________________________________________________________

PHONE _____________________________________________________________________

FAX ________________________________________________________________________

PROPOSER (SIGNATURE)

PROPOSER (PRINTED NAME)

POSITION WITH COMPANY

SIGNATURE OF COMPANY OFFICIAL

AUTHORIZING THIS PROPOSAL

COMPANY OFFICIAL

(PRINTED NAME) _____________________________________________________________

OFFICIAL POSITION __________________________________________________________

Appendix G – Document 00435 The City of Galveston, Texas

PROPOSER’S CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND

VOLUNTARY EXCLUSION (49 CFR PART 29)

The undersigned certifies, by submission of this proposal or acceptance of this contract, that neither Contractor nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntary excluded from participation in this transaction by any Federal department or agency.