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HomeMy WebLinkAboutContract 62794CITY OF FORT WORTH PURCHASE AGREEMENT BASED UPON AN INTERLOCAL AGREEMENT BETWEEN THE CITY OF FORT WORTH AND CITY OF IRVING WHEREAS, Texas law allows Local Governments to pursue mutually beneficial and cooperative purchasing programs; and WHEREAS, pursuant to Chapter 791 of the Texas Government Code and Subchapter F, Chapter 271 of the Texas Local Government Code, the City of Fort Worth (“City”), a Texas home-rule municipality, and the City of Irving (“Irving”) entered into an Interlocal Cooperative Purchasing Agreement on July 2, 2007, which provides that when the one of the Local Government Entities enters into a contract with a vendor for goods and services, the other Local Government is able to enter into a Purchase Agreement with the vendor under the same terms and conditions offered to the Original Local Government Entity so long as the vendor is agreeable (Copy Attached as Exhibit A); and WHEREAS, Unica Enterprises, LLC (“Vendor”) responded to ITB #077J-23F Custodial Services for Valley View Municipal Complex issued by Irving agreeing to allow other Local Governmental Entities to enter into a Purchase Agreement with Vendor under the same terms and conditions as those contained in the BID (Copy attached as Exhibit B). NOW THEREFORE, City and Vendor, each of which will individually be referred to as a “Party” and collectively as the “Parties,” enter into this Purchase Agreement. The Parties agree that any references to City of Irving in Exhibit “B” shall be construed as the City of Fort Worth for the purposes of this Agreement and all rights, benefits, duties, and obligations shall inure to the City as if the contract in Exhibit B were originally executed between the City and Vendor. The Agreement includes the following documents which shall be construed in the order of precedence in which they are listed: 1. Exhibit A – Agreement between the City of Fort Worth and City of Irving; 2. Exhibit B – Contract between City of Irving and Vendor for Skilled Custodial Services, identified as Contract No. 077J-23F; 3. Exhibit C – Vendor’s Pricing; and 4. Exhibit D – Conflict of Interest Questionnaire; 5. Exhibit E – Mayor and Council Communication. Exhibits A, B, C and D which are attached hereto and incorporated herein, are made a part of this Agreement for all purposes. Vendor agrees to provide City with the services and goods included in Exhibit B pursuant to the terms and conditions of this Cooperative Purchase Agreement, including all exhibits thereto. In the event of a conflict between the Exhibits, then this Agreement and Exhibit A shall control. City shall pay Vendor in accordance with the fee schedule in Exhibit C and in accordance with the provisions of this Agreement. Total annual payment made under this Agreement by City shall be an amount up to One Million Two Hundred Thousand Dollars ($1,200,000.00). Vendor shall not provide any additional items or services or bill for expenses incurred for City not specified by this Agreement unless City requests and approves in writing the additional costs for such services. City shall not be liable for any additional expenses of Vendor not specified by this Agreement unless City first approves such expenses in writing. The term of this Agreement shall be for one year beginning upon execution and ending on June 30, 2025. City shall be able to renew this agreement for 1 one-year renewal option by written agreement of the parties. Vendor agrees that City shall, until the expiration of three (3) years after final payment under this Agreement, or the final conclusion of any audit commenced during the said three years, have access to and the right to examine at reasonable times any directly pertinent documents and records of Vendor involving transactions relating to this Agreement. Vendor agrees that City shall have access during normal working hours to all necessary Vendor facilities subject to Vendor’s reasonable rules and regulations while at Vendor’s facilities, and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. City shall give Vendor reasonable advance notice of intended audits, and all such audits shall be conducted on regular business days during Vendor’s regular business hours in a manner that will not unreasonably interfere with Vendor’s operations at its facilities. City’s auditors shall present proper credentials to the manager of Vendor’s facility at the time that they are admitted to such. This Agreement shall be construed in accordance with the laws of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought pursuant to this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas, Fort Worth Division. Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or representatives or (2) received by the other party by United States Mail, registered, return receipt requested, addressed as follows: To CITY: City of Fort Worth Attn: William Johnson, Assistant City Manager 100 Fort Worth Trail Fort Worth, TX 76102-6314 With copy to Fort Worth City Attorney’s Office at same address To VENDOR: Unica Enterprises, LLC Attn: Nancy Galvan, Owner/CEO 938 West Page Avenue Dallas, TX 75208 City is a government entity under the laws of the State of Texas and all documents held or maintained by City are subject to disclosure under the Texas Public Information Act. To the extent the Agreement requires that City maintain records in violation of the Act, City hereby objects to such provisions and such provisions are hereby deleted from the Agreement and shall have no force or effect. In the event there is a request for information marked Confidential or Proprietary, City shall promptly notify Vendor. It will be the responsibility of Vendor to submit reasons objecting to disclosure. A determination on whether such reasons are sufficient will not be decided by City, but by the Office of the Attorney General of the State of Texas or by a court of competent jurisdiction. Nothing herein constitutes a waiver of City’s sovereign immunity. To the extent the Agreement requires City to waive its rights or immunities as a government entity; such provisions are hereby deleted and shall have no force or effect. To the extent the Agreement, in any way, limits the liability of Vendor or requires City to indemnify or hold Vendor or any third party harmless from damages of any kind or character, City objects to these terms and any such terms are hereby deleted from the Agreement and shall have no force or effect. If Vendor has fewer than 10 employees or this Agreement is for less than $100,000, this section does not apply. Vendor acknowledges that in accordance with Chapter 2271 of the Texas Government Code, the City is prohibited from entering into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. The terms “boycott Israel” and “company” has the meanings ascribed to those terms in Chapter 2271 of the Texas Government Code. By signing this Agreement, Vendor certifies that Vendor’s signature provides written verification to the City that Vendor: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the Agreement. If Vendor has fewer than 10 employees or this Agreement is for less than $100,000, this section does not apply. Vendor acknowledges that in accordance with Chapter 2276 of the Texas Government Code, the City is prohibited from entering into a contract for goods or services that has a value of $100,000 or more that is to be paid wholly or partly from public funds of the City with a company with 10 or more full-time employees unless the contract contains a written verification from the Vendor that it: (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of this Agreement. To the extent that Chapter 2276 of the Government Code is applicable to this Agreement, by signing this Agreement, Vendor certifies that Vendor’s signature provides written verification to the City that Vendor: (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of this Agreement. If Vendor has fewer than 10 employees or this Agreement is for less than $100,000, this section does not apply. Vendor acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code, the City is prohibited from entering into a contract for goods or services that has a value of $100,000 or more that is to be paid wholly or partly from public funds of the City with a company with 10 or more full-time employees unless the contract contains a written verification from the Vendor that it: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. To the extent that Chapter 2274 of the Government Code is applicable to this Agreement, by signing this Agreement, Vendor certifies that Vendor’s signature provides written verification to the City that Vendor: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate against a firearm entity or firearm trade association during the term of this Agreement. The undersigned represents and warrants that he or she has the power and authority to execute this Agreement and bind the respective Vendor. CITY OF FORT WORTH: By: ___________________________ Name: William Johnson Title: Assistant City Manager Date: ___________________________ APPROVAL RECOMMENDED: By: ______________________________ Name: Michael Crum Title: Public Events Director ATTEST: By: ______________________________ Name: Jannette Goodall Title: City Secretary CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: ______________________________ Name: Allison McNamara Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: ______________________________ Name: Jessika Williams Title: Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 25-0064 VENDOR: Unica Enterprises, LLC By: Name: Nancy Galvan Title: CEO Date: ____________________________ Exhibit A- Agreement between the City of Fort Worth and City of Irving ��. i �� �������►�� `� � ��i'J i �i�`,C� i 6�� . STATE OF TEXAS COUNTY OF DALLAS �, ti INTERLOCAL COOPERATIQN AGREEMENT This Interlocal Cooperation Agreement ("Agreement") is by and between the City of Fort Worth, Texas ("Fort Worth"), and the City of Irving, Texas ("Irving"), acting by and through their authorized officers. RECITALS: WHEREAS, this Agreement is authorized by Chapter 791 of the Texas Government Code and Subchapter F, Chapter 271, Texas Local Government Code; and WFIEREAS, Section 271.102 of the T�x. Loc. Gov'T CODE authorizes a local government to participate in a Cooperative Purchasing Program with another local government or a local cooperative organization; and WHEREAS, a local government that purchases goods and services :pursuant to a Cooperative Purchasing Program with another local government satisfies the requirement of the local government to seek competitive bids for the purchase of the goods and materials; and WHEREAS, each party has and will on an annual basis obtain competitive bids for the purchase of goods and services; and WHEREAS, the parties desire to enter into a cooperative purchasing program which will allow each party to purchase under goods and services under each other's competitively bid contracts pursuant to Subchapter F, Chapter 271 of the T7Ex. Loc. Gov'T CoDE; NOW THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows: ARTICLE I PURPOSE The purpose of this Agreement is to establish a cooperative purchasing program between the parties, which will allow each party to purchase goods and services under each other's competitively bid contracts pursuant to Subchapter F, Chapter 271 of the TEx. Loc. Gov'T CODE. (� ", -(� �- I � 1 n i � >; � I`: Page 1 �' ARTICLE II TERM The term of this Agreement shall be for a period of one (1) year commencing on the last date of execution hereof ("Effective Date"). Thereafter this Agreement sha11 automatically renew for successive periods of one (1) yeax each under the terms and conditions stated herein, unless sooner terminated as provided herein. ARTICLE III TERMINATION Either party may terminate this Agreement by providing thirty (30) days prior written notice to the other party. ARTICLE IV PURCHASING The City Manager or designee for each party is authorized to act on behalf of the respective party in all matters relating to this cooperative purchasing program. Each party shall make payments to the other party or directly to the vendor under the contract made pursuant to Subchapter F, Chapter 271 of the `I�x. Loc. Gov'T CODE. Each party shall be responsible for the respective vendor's compliance with provisions relating to the quality of items and terms of delivery. ARTICLE V NIISCELLANEOUS 5.1 Relationship of Parties: This Agreement is not intended to create, nor should it be construed as creating, a partnership, association, joint venture or trust. 5.2 Notice: Any notice required or permitted to be delivered hereunder shall be deemed received when sent in the United States Mail, Postage Prepaid, Certified Mail, Return Receipt Requested, or by hand-delivery or facsimile transmission addressed to the respective party at the address set forth below the signature of the party. 5.3 Amendment: This Agreement may be amended by the mutual written agreement of both parties hereta 5.4 Severabilitv: In the event any one or more of the provisions contained in this Agreement sha11 for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect the other provisions, and the Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained in this Agreement. Page 2 � 5.5 Governin� Law: The validity of this Agreement and any of its terms and provisions as well as the rignts and duties of the parties, shall be governed by the laws of the State of Texas; and venue for any action concerning this Agreement shall be in the State District Court of Dallas County, Texas. 5.6 Entire Agreement: This Agreement represents the entire agreement among the parties with respect to the subject matter covered by this Agreement. There is no other collateral, oral or written agreement between the parties that in any manner relates to the subject matter of this Agreement. 5.7 Recitals: The recitals to this Agreement are incorporated herein. 5.8 Counternarts: This Agreement may be executed in any number of counterparts, each of whom shall be deemed an original and constitute one and the same instrument. EXECUTED this oG! '(.Xciay of , 2007. -- � CITY O FORT WORTH, TEXAS Cox�trac�t uth rizatio� B � � l� KAREN L. MONT MERY ���� ASSISTANT CITY MANAG CFO ATTEST: APPR D AS T�E 1 �` � �� s Marty Hendrix Amy s City Secretary Assis ant �ty Attorney EXECUTED this �' day of � 2007. CITY OF VING, TEXAS By: - ERT A. GEARS, AYOR 825 W. Irving Boulevard Irving, Texas 75060 Approved _ 5 a�- o� Resolution # 5�au-��A � Page 3 City of Fort Worth, Texas �11�ya�r And C,aunc�i! C,ammun�cAt�an DATE REFERENCE NUMBER LOG NAME 3/11/99 **P-8802 �• �� • PAGE 1 of 1 SUBJECT AUTHORIZE INTERLOCAL AGREEMENTS FOR GOODS AND SERVICES BETWEEN THE CITY OF FORT WORTH, THE CITY OF GRAPEVINE AND OTHER GOVERNMENTAL ENTITIES RECOMMENDATION: It is recommended that the City Council authorize the City Manager to execute interlocal agreements between the City of Fort Worth, the City of Grapevine and other governmental entities who request such interlocal agreements for the purchase of goods and services. DISCUSSION: The Texas Local Government Code, Chapter 271.102, authorizes political subdivisions to contract with each other for governmental functions such as the purchase of goods and/or services. A local government that purchases goods or services under this subchapter satisfies a�y state law relative to the corrjpetitive bidding requirements. The use of interlocal agreements allows political subdivisions to access existing contracts to take advantage of lower prices without the cost of competitive bidding. Either of the contract participants may terminate the agreement with written notice to the other party. The City of Grapevine is seeking interlocal agreements with the City of Fort Worth in order to access the fuel agreements to purchase fuel. Tarrant County and the cities of Southlake, Haltom City, Colleyville and North Richland Hills have already requested and received contracts for interlocal agreements to access the City of Fort Worth's fuel contracts. Purchase agreements that were bid as interlocal goods and services contracts will be available to these and other governmental entities. FISCAL INFORMATION/CERTIFICATION: The Finance Director certifies that this M&C will have no material effect on City funds. CB:k BQN/99-0059/KDK Submitted for City Manager's Office by: Charles Boswell Originating Department Head: 7im Keyes Additional Information Contact: Robert Combs FUND ACCOUNT CENTER AMOUNT (to) 8511 8517 (from) 8321 CITY SECRETARY APPROVED 3/11/99 C � � IRVING June 8, 2007 Jack Dale, C.P.M., CPPB Purchasing Manager City of Fort Worth Purchasing Division 1000 Throckmorton Street Fort Worth, Texas 76102 Re: Council Resolution No. 5-24-07-194 Approving An Interlocal Agreement The City Of Irving And The City Of Fort Worth To Establish A Cooperative Purchasing Program Dear Mr. Dale: The above referenced resolution was passed and approved by a vote of the City Council on May ( 24, 2007. A copy of the resolution is attached for your information and file. Also enclosed are \ two original agreements that need to be signed by the appropriate party. Once signed, please return one fully executed original agreement to my office. This file will remain in the pending sy�em until the executed agreement is returned. Sin rely, /y Secretary � OF IRVING ( Il � Attachment Copy: David Leininger, Managing Director of Finance & Development Initiatives Ed Matthews, Manager of Purchasing City Secretary's Office 825 W. Irving Blvd. • Irving, Texas 75060 • 972.721.2493 • 972.721.2384 fax • www.ci.irving.tx.us ..�� �:.�— IRVING T E X A S June 14, 2023 Nancy Galvan Unica Enterprises, LLC 938 W Page Ave Dallas, TX 75208 � • Exhibit B- Contract between City of Irving and Vendor for Skilled Custodial Services identified as Contract No. 077J-23F RE: Council Resolution No. 2023-238 Resolution -- Approving and Accepting the Bid of Unica Enterprises, LLC, in #he Total Estimated Amount of $164,000.00 for Custodial Services at the Valley View Municipal Complex Dear Ms. Galvan: The above referenced resolution was passed and approved by the City Council on June 8, 2023. A copy of the resolution is attached for your information and fiie. Sincerely, ,� � , _ � ;� Shanae Jennings City Secretary/Chief Compliance Officer City of Irving City of Irving � 825 W. 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W u" co Y � !� J ,., Q a� � O tn °y' Z �y ca v m a W � Z � a Z a W � � � a� � a� a , j: � a�i � a� N N a } Ll. U N N N N � N a H � � W m � O 3 �' � a a H W H W Z � J ^ C L W LL O� p ,� � Z a"i ac a '_ LL N C = a u�i Z � � � � �� a 0 0 0 � 0 0 0 �3 0 0 O v� O O O u� 0 0 0 vf O O tH � a W Y J Q u � � � m J � � � � ..�� �`�' IRVING 7 E X A S Custodial Services for Valley View Municipal Complex ITB# 077J-23F ADDENDUM #2 April 20, 2023 PAGE 1 OF 1 THIS ADDENDUM IS ISSUED TO MODIFY, CLARIFY, EXPLAIN, OR CORRECT THE ORIGINAL SPECIFICATIONS, AND ANY CHANGES 1N SCOPE, CLARIFICATIONS, OR ADDITIONS SHALL BE CONSIDERED PART OF THE SPECIFICATION. WHERE THE . ORIGINAL SCOPE, PLANS, OR SPECIFICATIONS AND THIS ADDENDUM COME IN CONFLICT, THE INFORMATION IN THIS ADDENDUM SHALL SUPERSEDE. 2.� All questions asked during the pre-bid meeting have been addressed in the Exhibit 1 Questions and Answers attached to this addendum. These have also been posted on the e-procurement site. 3. The attachments have been corrected with the correct project name and administrative number on the following documents: • C-2 Conflict of Interest Questionnaire • C-4 Instructions for Certificate of Interested Parties • C-5 TGC 2271 & 2274 Forms • D-4 Insurance Affidavit 4. The response attachments has two additional upload slots added; one for required documents and one for additional documents. These were added for ease of use; please ensure that through whichever method of upload, the City is given all documents required to consider the bid complete and responsive. 1N ORDER TO BE RESPONSIVE, BIDDERS SHALL ACKNOWLEDGE REVIEW OF THIS ADDENDUM BY RESPONDING TO THE FINAL ATTRIBUTE ADDED TO THE SOLICITATION FOR THIS PURPOSE. ANY BIDS THAT DO NOT INCLUDE THIS ADDENDUM ACKNOWLEDGEMENT SHALL BE CONSIDERED NON-RESPONSIVE. a:�� �G.��,� Joseph Navarre Purchasing Agent City of Irving � Exhibit 1 • uestions and Answers Can you please provide the pricing under the Ignored previous contract far custodial services for Valley View Municipal Complex? Does the location need 1 or 2 crews for the Ignored morning Who currently holds this contract and what is the Global Building Services; $60,000 annual contract amount? Who is your current vendor and what is the current Global Building Services; $4,903.54/mo. monthly billing for their services? Please confirm the site visit time for Tuesday, April 2 PM on April 11th is correct: This correction will be 11. lonwave says 2pm but Doc B-2 says 9am. reflected in the Addendum 1. Please provide tabulations from the last time this The prior bid was awarded in the total estimated opportunity went out to bid and current annual amount of $60,0OO.OQ. This solicitation has a spend. different scope, bid a different way. Due to the minimum wage requirement, we anticipate it to be higher. How many layers of wax will be required on hard At least 2 or 3 layers depending on condition. surface floors? Please confirm the number of custodial closets on One the property site. When is this contract expected to start? O1-Ju1-23 You asked about how many hours per year. For all Bid specs have a total 7,056 hours for workers and the crew, not each employee? additional 500 hours for added services. Do you need a crew to stay overnight? No What about internet for our time system? The facility has a guest network. You mentioned you may need extra workers for No, the normal day crew could handle day events. events. Do you conduct events that would require different crews? As our procedure, if there's items on the table top Yes we only wipe around them. Is this okay? Do we have to clean the ca�pet immediately ? Or is No, Deep cleaning will occur twice a year. this during scheduled deep cleaning? Fo,r supplies, do you have the sizes for the refill? Water Utilities will provide the refills. Do you have specific chemicals you prefer for None..Supervisor will review chemicals to be used cleaning? prior to start af contract. You require two per night crew. Do you want 16 Day crew should work 16 hours. Night crew can work hours a day of custodial services for a crew? between 12-16 hours. Do you need to submit the actual timecard with No, the supervisor will check periodically with the invoices as part of this? business rep. For floor finish (stripping waxing), do you want this This should be added to Bid Line Item #3. price added to the bid or is this separate? With the routine cleaning, there is a night parter. Contract cost is based on costs of workers and Are we compensated on hours submitted or overhead of maintaining services. monthly? Does each building have space for storage for Storage closet is located in Building B. cleaning materials? There is a requirement for twin motors for vacuum Twin motors is how it is specified. Backpacks are cleaners. What is that requirement based on? Are allowed. backpacks allowed? What are some of the deficiencies in the current Not enough staff provided to handle duties. services? lust to be clear on billing, there appears to be a Contract cost is based on costs of workers and cost-plus instead of performance-based billing. Can overhead of maintaining services. you clarify? This is five days a week, right? Yes During the evaluation period, is there an advantage We don't award points based on M/WBE status. (with points) to being an M/WBE company? Could Being a M/WBE company would fulfill all the Good we do a partnership with an M/WBE company to Faith Effort requirements for MjWBE businesses the submit? City has. This contract will only be awarded to one vendor; if you would like to partner with an M/WBE company you could either subcontract to them or have them be the prime. Please advise on attachments required for this This will be corrected in the upcoming addendum. submission. RFP numbers and descriptions are not related to Custodial Services on some mandatory bid attachments. (D-4 as example). Would you consider adding a line item specifically Vendor is responsible to provide the best estimated for floor maintenance? Either a sq ft price or hourly cost for these services. How the vendor caiculates the price? Flooring labor, materials and equipment hour{y pricing is solely up to them. varies significantly from standard cleaning hourly rates and it is difficult to combine both on line 3 as it is currently. Hello For clarification does the location need 1 or 2 Day, or morning, crew should consist of 2 persons. crews for the morning? Thanks, Don One crew consisting of two persons. At this time, 4/15/2023, the Response Attachments Addendum 2, released after the new questions Tab only has one File Upload option titled closing, will include an option far uploading Equipment List. Will the Response Attachments Tab additional documents. You may also use "Other be pre-loaded with each File Name Required Attachme�ts/New" or upload all documents into one document in a separate upload space, or should we file. As long as the required documents are included use our own file naming conventions and load all (it doesn't really matter where), this will considered a response documents separately using Other responsive bid. Attachments and the Plus Sign (+) New? Similarly, should the document(s) be loaded individually by titled requirement or as one master PDF or PDF Portfolio? We note the suggestion that electronic filing is preferred on page 2 of 12 of the Bid Invitation. What types of buffing machines are allowed in the Electric or battery operated. Propane will not be facility? Will propane be allowed? allowed. Is the contractar allowed to provide emplayee's a No, this won't be allowed. The distance between golf-cart? buildings is short; less than a five minute walk. Does the buffer need to be stored at the facility? No, ti�e crew can bring it in/out for service. If we have a separate stripping and waxing crew, The stripping and waxing will be coordinated by the how will we need to coordinate that with the City? Facilities and Warehouse Supervisor. Is there a maximum number of employees for No. You may dedicate the number of employees with being badged and pre-screened? the Facilities and Warehouse supervisor. Can you please provide the pricing under the Please refer to previous answers. previous contract for custodial services for Valley View Municipal Complex? . � �� �L..— IRVING T E X A S Custodial Services for Valley View Municipal Complex ITB# 077J-23F ADDENDUM #1 Apri114, 2023 PAGE 1 OF 1 1. THIS ADDENDUM IS ISSUED TO MODIFY, CLARIFY, EXPLAIN, OR CORRECT THE ORIGINAL SPECIFICATIONS, AND ANY CHANGES IN SCOPE, CLARIFICATIONS, OR ADDITIONS SHALL BE CONSIDERED PART OF THE SPECIFICATION. WHERE THE ORIGINAL SCOPE, PLANS, OR SPECIFICATIONS AND THIS ADDENDUM COME 1N CONFLICT, THE INFORMATION IN THIS ADDENDUM SHALL SUPERSEDE. 2. There has been a change to the Bid Opening link in the Activities Tab. The link corrected will be the proper tink for viewing the bid opening. 3. The H-2 in the attachments has been replaced with the H-7. 4. Changes to the Bid Schedule: 1) There has been an additional option for a pre-bid meeting, added April 17, 2023 at 9:00 AM. This is one of three options for meeting the mandatory pre-bid requirement. 2) The Questions Due has been extended to Aprii 18, 2023 at 12:00 PM. All questions for the solicitation should be asked before the due date and time. 3) The Bid Opening Date has been extended to Apri125, 2023 at 3:30 PM. IN ORDER TO BE RESPONSIVE, BIDDERS SHALL ACKNOWLEDGE REVIEW OF THIS ADDENDUM BY RESPONDING TO THE FINAL ATTRIBUTE ADDED TO THE SOLICITATION FOR THIS PURPOSE. ANY BIDS _ THAT DO NOT INCLUDE THIS ADDENDUM ACKNOWLEDGEMENT SHALL BE CONSIDERED NON-RESPONSNE. a� /vC:c�� Joseph Navarre Purchasing Agent City of Irving F.�t;� -i, - � I�s pti�C-,••��� r . .: � �'rv�."n`� �� /'+�,si J I �_ ar�et .aj5 �i 4�.it .w .,,:K � ... r. ..,r . ��,� .� I RV I N G`�4��4��t�r "�,��t�i .a �ti+F�. 0�"" :'�.r� Q � - .f _ . T E X �a S ` :���; ; � �� ` _ 077J-23F Addendum 2 Unica Enterprises LLC Supptier Response Event Information Number: 077J-23F Addendum 2 Title: Custodial Services for Valley View Municipal Complex Type: Best Value Bid � Issue Date: 4/4/2023 Deadline: 4/25/2023 03:30 PM (CT) Notes: See Addendum 1& 2 The intent of these specifications is to establish an annual contract for complete custodial services for the Valley View Municipal Complex. Bidders MUST attend one of the three scheduled mandatory pre- bid meetings. See Acfivities Tab for pre-bid dates 8 times. Any questions or request for clarification should be submitted under the questions tab in this online solicitation. The responses will be posted after consultation with the appropriate department personnel. If the responses necessitate a significant change to the specification, an addendum will be issued. The City of Irving strongly encourages bidders to submit their response to this bid electronicalfy. Please call the individual listed on the bid if you require assistance with this submittal. Electronic bidding will eliminate errors and unnecessary work, and is more friendly to the environment. Your cooperation is greatly appreciated. Contact Information Contact: Joseph Navarre, Purchasing Agent Address: Purchasing 835 W. Irving Blvd Irving, TX 75060 Phone: (972) 721-3743 Email: JNavarre@cityofirving.org Page 1 of 6 pages Vendor: Unica Enterprises LLC 077J-23F Addendum 2 Unica Enterprises LLC I�rmation Contact: Address Phone: Email: Web Address: Sarah Castillo 938 W Page Ave Dallas, TX 75208 (817) 233-3633 scastillo@unicajs.com https://unicajs.com � By submitting your response, you certify that you are authorized to represen# and bind your company. Nancy Galvan nancy@unicajs.cam Signature Email Submitted at 4/24/2023 11:16:43 AM (CT) Supplier Note Please find attached our Complete Proposal in response to ITB#077J-23F. Feel free to contact me should you have any questions or concems (817.797.1051). Thank you for this opportunity and have a great day. Reauested Attachments Equipment List Equipment List.pdf Please include a description, brand/model, and quantity for all equipment used as assets for this solicitation in an itemized list. Required Documents General Liability Certificate.pdf Please reference the attachments and attributes for a comprehensive list of required forms. Additional DoCuments Workers Comp Certificate.pdf Any additional clarifications, information, ar supporting documents. Response Attachments Signed W9.pdf W9 Form UNfCA REFERENCES.pdf References Valley View Cover Letter.pdf Valley View Full Proposal Presentation Bid Attributes 1 � Bid Acceptance I have read and understand the Standard Terms and Conditions, General Instructions to Bidders, Special Instructions to Bidders, Insurance Requirements, and Specifications contained herein, and further agree to abide by and accept said documents unless specific exceptions are noted within my response. I understand that the extent and number of exceptions taken will be a consideration during the bid review process and may preclude a contract being awarded to my company. � Acknowledged (Acknowledged) Page 2 of 6 pages Vendor: Unica Enterprises LLC 077J-23F Addendum 2 2 Right to do Business in Texa NCLUDE IN YOUR RESPONSE TH NTACT INFORMATION OF CERTIFYING OFFICIAL'S NA�TITLE, PHONE NUMBER AND E-M ADDRESS. As required by 22�2.903, Government Code, respondent's official certifies and acknowledges that its Texas franchise tax payments are current, or that it is exempt from, or not subject to, such tax. If claiming an exemption or nat subject to franchise tax, an explanation must be provided. Acknowledged 3 � Entity Type Please check the entity type that applies to your business: Limited Liability Company 4 � Number of Full Time Employees (FTE): 50-99 5 � Payment Terms Normal payment terms are 2%/30 days. If offering other terms/discount, please specify in the following format: % / _ days Discount may be considered in award. n/a 6 � Payment Preference Please check appropriate option(s): EBT 7 I MWBE Classification If you are a minority-owned or woman-owned business, please check which type and attach proof of certification to your response. Woman-Owned 8 � Cooperative Purchases If other governmental entities express interest in participating in this contract and you agree to allow cooperative use of this contract if awarded, each participating entity will be responsible for placing its own orders and making its own payments. Should other governmental entities request to participate in this contract, would you agree that all terms, conditions, specifications and pricing would apply? No 9 I References This solicitation requires references. Please attach a list of three references either currently doing business with you for these services or in which you have provided these services within the past 24 months. For each reference list name, contact person, address, telephone, and e-mail address, and any other pertinent information to hetp the City of Irving verify the quality of goods or services your firm provides. Respondent here acknowledges that the required references have been included with this submission. � Acknowledged {Acknowledged) Page 3 of 6 pages Vendor: Unica Enterprises LLC 077J-23F Addendum 2 1 Contact Information � Please enter the name, e-mail an hone number of the contact person wh�l be assigned to assist the City of Irving with this contract. Nancy Galvan nancy@unica}s.com 817.797.1051 (mobile) � Conflict of Interest Questionnaire Per Attachment C-1, Instructians for Conflict of Interest Questionnaire, respandent shall include Attachment C-2, Conflict of Interest Questionnaire with their bid submission in the event that a conflict of interest in doing business with the City of Irving exists as defined by Chapter 176, Texas Local Government Code. If required, this may be done electronically by clicking on the "Response Attachments" tab and clicking on '"New under "Response Attachments". Respondent here acknowledges that a Conflict of Interest Questionnaire has been attached to this submission unless no canflict exists. ❑� Acknowledged (Acknowledged) 1 TGC 2271 Verification Form 2 Per Texas Government Code Chapter 2271, any company entering into a contract for goods or services with a government entity effective on or after May 4, 2019 (1) who emplays 1 Q or more full time employees, and (2) has provided a bid or proposal that has a value of $100.000 or more is required to either {A) provide verification that said company does not boyco#t Israel and will not boycott Israel during the term of this contract by inclusion of Attachment C-5 — TGC 2271 Verification Form with their submission in compiiance with .this requirement, or {B) provide the affidavit for registering objection to the verification form which appears as page 2 of Attachment C- 5. DO NOT PROVIDE BOTH THE VERIFICATION FORM AND THE AFFIDAVIT. Inclusion of the appropriate attachment page may be accamplished electronically by clicking on the "Response Attachments" tab, then clicking on "New to upload the form. If a contract is awarded to Respondent, the original shall be pravided to the city upon request. Respondent here acknowledges that, if required as outlined above, a copy of the appropriate page from Attachment C-5 has been included with this submission. ❑� Acknowledged (Acknowledged) 1 TGC 2274 Verification Form 3 Per Texas Government Code Chapter 2274, any company entering into a contract for goods or services with a government entity effective on or after September 1, 2021 (1) wha employs 10 or more full time employees, and (2) has provided a bid or proposal that has a value of $100,000 or more is required to provide verification that said company (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association, and (2) will not discriminate during the term of this contract against a firearm entity or firearm trade association by inclusion of Attachment C-7 — TGC 2274 Verification Form with their submission in compliance with this requirement. Inclusion of the attachment page may be accomplished electronically by clicking on the "Response Attachments" tab, then clicking on *New to upload the form. If a contract is awarded to F2espondent, the original shall be provided to the city upon request. Respondent here acknowledges that, if required as outlined above, a copy of Attachment C-7 has been included with this submission. � Acknoweldged (Acknoweldged) Page 4 of 6 pages Vendor: Unica Enterprises LLC 077J-23F Addendum 2 1 � Federal Debarment Certificat� . 4 The respondent certifies the foilo g: 1. The respondent and/or any of its principals are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency. 2. The respondent and/or any of its principals have not within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a Federal, state, or local government contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of proposers; or commissian of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasions, or receiving stolen property; and are not presently indicted for, or othen�vise criminally or civilly charged by a Government entity with commission of any of these offenses. If the respondent cannot certify this statement, attach a written explanation for review by the City. The respondent mus# notify the Purchasing Manager within 30 days if debarred by any governmental entity during the contract period. Acknowledged 1 Affidavit for Insurance Requirements 5 Respondent shall include Attachment D-4, Affidavif for Insurance Requirements, with their submission. This may be done electronically by clicking on the "Response Attachments" tab and clicking on "New under "Response Attachments". Respondent here acknowledges that a capy of Attachment D-4 has been included with this submission. ❑� Acknowledged (Acknowledged) 1 Environmental Stewardship s Per the City's expectations as outlined in Attachment E-1, Environmental Commitment and Compliance, the City of Irving recognizes the importance of exercising positive environmental stewardship and is proactive in encouraging environmentally sound practices in our operations and among our residents, businesses, and suppliers. Please indicate any of the following in the space provided which apply to your business operation and list details: 1. Recycling 2. Energy Efficiency Practices 3. Environmentally Preferred 4. Water/Energy Conservation 5. Air Quality/Emissions 6. Disposal Practices 7. Other Environmentally Friendly Practices 7. We use Green cleaning products � 1 Good Faith�Effort Affidavit � Per the information provided in Attachment F1, Good Faith Effort Program Overview, the respondent certifies that they agree to provide the City of Irving with a completed copy of all forms required by the City's Good Faith Effort Program and understands that if they fail to provide all of the required documents within five (5) business days after notification, their bid or proposal may be deemed "non-responsive" and they may be denied award of the contract. � Acknowledged (Acknowledged) 1 W� Form $ Respondent shall include IRS Form W-9 with their bid submission. This may be done electronically by clicking on the "Response Attachments" tab and clicking on ''New under "Response Attachments". Respondent here acknowledges that a copy of their company's W-9 Form has been included with this submission. 0 Acknowled,ged (Acknowledged) Page 5 of 6 pages Vendor: Unica Enterprises LLC 077J-23F Addendum 2 9 Required Contract - Service� � Respondent shall include Attachm t H-7 Contract and Acknowledgement heir submission. Contract shall be signed by an officer, director, or authorized agent of the company, and Acknowledgement page shall be notarized. Respondent here acknowledges that these documents are attached and understands that two original wet ink signature, notarized copies shall be required if respondent is recommended for award. ❑✓ Acknowledged (Acknowledged) 2 Addendums 1& 2 Acknowledgement � Vendor hereby acknowledges review of Addendums 1 8� 2. � Acknowledged (Acknowledged) Bid Lines 1 WMC BUILDINGS (A,B, C 8� WAREHOUSE) MONDAY THRU FRIDAY DAY PORTER SHIFT (2 CUSTODIANS) Quantity: 4032 UOM: Hour Unit Price: $21.91 Total: $88,341.12 Item Notes: PLEASE ENTER YOUR PRICE PER HOUR (ESTIMATED 8 HOURS PER DAY/CUSTODIAN) 2 WMC BUILDINGS (A & B) MONDAY THRU FRIDAY EVENING PORTER SHIFTS ( 2 CUSTODIANS) Quantity: 3024 UOM: Hour Unit Price: � $21.33 Total: $64,501.92 Item Notes: PLEASE ENTER YOUR PRICE PER HOUR (ESTIMATED 6 HOURS PER EVENING/CUSTODIAN) 3 I HOURLY RATE FOR ADDITIONAL CUSTODIAL SERVICES Quantity: 500 UOM: Hour Unit Price: $21.33 Total: $10,665.00 Item Notes: PLEASE ENTER YOUR PRICE PER HOUR FOR ADDITlONAL CUSTODIAL SERVICES THAT MAY BE REQUIRED BEYOND THE NORMAL HOURS 4 f QUESTIONAIRE Item Attributes 1. Explain your company's ability, capacity, and skill to perform work as stated in specifications based on experience with similar multi-purpose facilities, operating 5 days a week, 8 hours a day. If additional space is needed, please upload your response in the Response Attachments tab. Please see Response Attachment: Proposal Cover letter. A full presentation and references are included with similar multi-purpose facilities. 2. Please enter the minimum Hourly Rate to be paid to Custodian employee by your Company Shall not be less than $15.00 per hour $15.00 3. If awarded the cont�act, please enter the number of days needed for implementation of services 14 4. Will you comply? At least one custodian on scheduled shift must be able to speak and understand English in a sufficient manner and be able to communicate with all other members of the custodial staff as well as Water Utilities staff. Yes Response Total: $'! 63,508.04 Page 6 of 6 pages Vendor: Unica Enterprises LLC 077J-23F Addendum 2 • . STANDARD CONTRACT AND ACKNOWLEDGMEIdT Attachment H-7 STATE OF TEXAS § COUNTY OF DALLAS § KNOW ALL PERSONS BY THESE PRESENTS: CITY OF IRVING § I. Conditioned upon Vendor being awarded by the Irving City Council, or award being made administratively, the solicited items set out in ITB 077J-23F, and upon order of the City of Irving, Texas, a municipal corporation located in Dallas County, Texas and incorporated as a home rule city under the Constitution of the State of Texas ("City"), Vendor does hereby agree to furnish and/or-deliver to City in accordance with the terms of Vendor's submitted Bid Page or Proposal and the Specifications in above referenced ITB, the services listed as awarded ta bidder in the Irving City Council resolution awarding such services, or listed in the Administrative Award ("ContracY'). Execution of said Resolution or Administrative Award shall evidence City's acceptance of this Contract. I!. City agrees to pay Vendor for services at the unit price listed upon the Bid Page and Specifications or at the negotiated rate determined by the vendoPs proposal and any subsequent modifications agreed to by bath vendor and the City, with payment being subject to any discount terms stated or agreed upon, and subject to any payment terms contained elsewhere within the solicitation documents, this Contract and its attachments. Any purchase of services so that the cumulative total of payments under this Contract exceeds the amount authorized in the City Council Resolution awarding bid to Vendor may require additional authorization. III. It is understood that the following documents are incorporated as if written word for word in this Contract and should be interpreted in the following order if any conflict(s) exist: 1. This Contract 2. Specifications and any addendums 3. Special Instructions to Bidders 4. Notice to Bidders 5. General Instructions to Bidders 6. Standard Terms and Conditions 7. Insurance Requirements 8. Supplier Response document from the Vendor IV. The date of any payment, whether net or gross, shall be determined by calculating the number of days after receipt of invoices from Vendor, or after reasonable verification as to the requirements specified, whichever is later. V. THE VENDOR (THE "INDEMNIFYING PARTY"), SHALL INDEMNIFY, DEFEND, AND HOLD HARMLESS THE CITY, TOGETHER WITH THE CITY'S OFFICERS, AGENTS, COUNCIL MEMBERS, EMPLOYEES, ATTORNEYS AND REPRESENTATIVES (COLLECTIVELY, INCLUDING THE CITY, THE "CITY INDEMNIFIED PARTIES"), FROM AND AGAINST ANY AND ALL DAMAGES, LIABILITIES, DEMANDS, CAUSES OF ACTION, CLAIMS, JUDGMENTS, SUITS, COSTS AND EXPENSES (INCLUDING REASONABLE ATTORNEYS' FEES) MADE BY ANY THIRD-PARTY, TO THE EXTENT ARISING FROM OR RELATED TO THE SERVICES PROVIDED BY THE VENDOR PURSUANT TO THIS CONTRACT (COLLECTIVELY, "INDEMNIFIED CLAIMS"), REGARDLESS OF THE LEGAL THEORY ASSERTED BY ANY THIRD PARTIES AND REGARDLESS OF WHETHER THE DAMAGES OR CLAIMS OF THIRD PARTIES ARE KNOWN OR FULLY APPRECIATED AT THIS TIME BY VENDOR OR THE CITY. THE INDEMNITIES IN THIS CONTRACT ARE SPECIFICALLY INTENDED TO OPERATE AND BE APPLICABLE EVEN IF IT IS ALLEGED OR PROVED THAT ALL OR SOME OF TNE DAMAGES BEING SOUGHT WERE CAUSED IN WHOLE OR IN PART BY ANY ACT, ERROR, OMISSION, NEGLIGENCE, GROSS NEGLIGENCE, INTENTIONAL CONDUCT, BREACH OF CONTRACT, BREACH OF WARRANTY, VIOLATION OF STATUTE OR COMMON LAW, VIOLATIONS OF THE STATE OR FEDERAL CONSTITUTIONS, OR ANY OTHER CONDUCT WHATSOEVER OF THE CITY INDEMNIFIED PARTIES. VENDOR SHALL GIVE TO THE CITY REASONABLE NOTICE OF ANY SUCH CLAIMS OR ACTIONS. VENDOR SHALL USE LEGAL COUNSEL rev. 10/10/17 i i REASONABLY ACCEPTABLE TO THE CITY IN CARRYING OUT ITS OBLIGATIONS HEREUNDER. THE PROVISIONS OF THiS SECTEON SHALL SURVIVE THE EXPIRATION OR EARLY TERMINATION OF THIS CONTRACT. THIS INDEMNIFiCATION IS NOT INTENDED TO APPLY TO CLAIMS MADE AGAINST THE CITY INDEMNIFIED PARTIES RESULTING FROM NEGLIGENT ACTS OF CITY EMPLOYEES COVERED UNDER SECTION 101.021 OF THE TEXAS CIVfL PRACTICE AND REMEDIES CODE. The parties hereby acknowledge and agree that CITY is entering this Contract pursuant to its governmental function and that nothing contained in this Contract shall be construed as constituting a waiver of the CITY'S govemmental immunity from suit or liability, which is expressly reserved to the ex#ent allowed by law. Notwithstanding anything to the contrary herein, the parties hereby acknowledge and agree that to the extent this Contract is subject to the provisions of Subchapter I of Chapter 271, TEXAS LOCAL GOVERNMENT CODE, as amended, the CITY'S immunity from suit is waived anly as set forth in Subchapter I of Chapter 271, TEXAS LOCAL GOVERNMENT COQE. Further, the par#ies .aegree that this Cnntract is made subject to all applicab(e provisions of the Texas Civil Practices and Remedies Code {"CPRC"}, including but not limited to all defenses, limitations, and exceptions to the limited waiver of immunity from fiability provided in Chapter 101 and Chapter 75. VI. If Vendor fails in any manner to fully perform each and all of the terms, conditions and covenants of this Contract, Vendor shall be in default and notice of default shall be giv_en to Vendor by the Purchasing Agent of the City. In the event that Vendor continues in defautt for. a period of seven (7) days after receipt of the above-mentioned notice of default, City may terminate or cancel this Contract ar at its option may purchase simifar services on the open market and recover from Vendor any difference in price thereof: SIGNED this the � day of O� , A.D. 2nrz..�. Signature Name Title C .E C7 Company Namev`(1� CA�. �tl'�x �G( L�,e.S � rev. 10/10/17 CERTIFICATE OF IN�EF�TED PART9ES � FORM �.295 1 of 1 Complete Nos. 1- 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. Unica Enterprises LLC Dallas , TX United States being filed. City of Irving or state agency that is a party to OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2023-1022983 Date Filed: 05/18/2023 Date Acl � �2 g Provide ihe identification number used by the governmental entity or state agency to track or identify the ContraCt, and prOvide ii description of the services, goods, or other property to be provided under the contract. 077J-23F Custodial Services for WMC Nature of interest 4 Name of Interested Party City, State, Country (place of business) (check applicablej Controlling Interme 5 Check only if there is NO Interested Party. ❑ X 6 UNSWORN DECLARATfON , .,� �-. My name is �� �'-'�Q��Q1 ` , and my date of birth i� � , i!�. ,�� My address is ��a • �Q � , �6.\�►.7�5 � , �� a�� , vsA . (sir ) (city) (state) (zip code} (country) I declare under penalty of perjury that the foregoing is true and correct. E County, State of ���(5 , on the ��1 day of ��., 20 Z 3. ;��'•`�`••``•!�;:.IAURASUSANAHERWANDEZ (month) (year) :*. ••: My Notary ID # 131308748 -t '�%�.oR ��.+" E�ires October 5, 2025 of ed ageni of contracting business entiry (Declarant) www.ethics.state.bc.us Version V3.5.1 � Form TGC 2271 � VERIFICATION REQUIRED BY TEXAS GOVERNMENT CODE CHAPTER 2271 Please read both pages. By signing belaw, Company hereby verifies the following: 1. Company does not boycott Israel; d 2. Compa.�ty witl' not ba�r�ott I�rael du�ing the term of the contract. SIGNED BY: Print Name & Title: Company Name: V�\G0. t�`( `� O'C 1�25 ��_ Date Signed: _ 5 \ �� ` � NOTAItIZATION T�IE STATE OF IC �(al S COUNTY OF § -- § § ;�v:� �••"''•�;:. LAURASUSANAHERNANDEZ "r •*' b1y Notary ID # 131306148 :,��:�; ••.�;oF <�.t� E�ires October 5, 2025 BEFORE ME, the undersigned notary i�u^blic • on this day personally appeared , on behalf of �{1\ � �-f1't�'('(J\�� (Company Name), who, being uly sworn, stated under oath that helshe has read the foregoing verification required by Texas Government Code Section 2271.002 and said statements contained therein are true and correct. SWORN TO AND SUBSCRIB before me on th day of � , 20z3. � ARY PUBUC AND FOR STATE OF �ek4tS The following definitions apply to TEXAS GOVERNMENT CODE SECTION 2271.001: { 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" means a for-profit organization, association, corporation, partnership, joint venture, timited partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary, majarity-owned subsidiary, parent company, or affiliate of those entities or business associations that exists to make a profit, but does not include a sole proprietorshi�. State law requires verification from a Company for a contract involving goods or services: (1) between a government entity and a Company with 10 or more full-time emplovees, and (2) that has a value of $100,000 or more to be paid wholly or partly from pubtic funds, before the City can enter into the contract. Contract # 077J-23F LSR # � Foran TGC 2274 � VERIFICATION REQUIRED BY TEXAS GOVERNMENT CODE CHAPTER 2274 By signing below, Company hereby verifies the following: 1. Company does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and 2. Comparry will not discriminate during the term of the contract against a firearm entity or firearm trade associatio�� SIGNED BY: Print Name & Title: �Q,�C1C.�d �l �VO�YI � �.7 Company Name: ,1'n\CA �YI�C �t \�� ��� Date Signed: 'rJ� � al� �� NOTARIZATION �, : i�•_ �,�'�:: LAURA SUSANA HERNANDEZ :*. THE STATE OF �(0� S § ,� ��; h4Y Notary iD # 131306148 "•�'�F'�+� �P� �ctober 5, 2025 § COUNTY OF ��`� § BEFOI�E ME, the undersigned notary pu lic on - this day personally appeared �,1,�c � �V(�i'� , on behalfof�o��(1�CdC�,� ���T�� � (Company Name}, who, being duly sworn, stated under oath that he/she has read the foregoing ver�fication required by Texas Government Code Section 2274.002 and said statements contained therein are true and correct. SWORN TO AND SUBSCRIBE before me on the ��day of �� 20� i �� NOTARY PUBLIC IN AND FOR TATE OF � xQ S � The following definition applies to TExAs GovErztvMEtv�' CODE SECTION 2274.001: (2) "Company" means a for-profit organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists to make a profit. The term does not include a sole proprietorship. Additional definitions under TEXAS GOVERNMENT CODE SECTION 2274A01 can be found here https://capitoLtexas.g,ov/tlodocs/87R/bi lltexbpdf/SB00019F.�df. State law requires verification from a Company for a contract involving goods or services: (1) between a government entity and a Company with 10 or more full-time employees, and (2} that has a value of $100,000 or mare to be paid wholly or partly from public funds, before the City can enter into the contract; unless an applicable exception under Chapter 2274 applies. Contract # 077J-23F LSR # i .r�� i�V��� T E }: A 5 077J-23F SPECIFICATIONS \J CUSTODIAL SERVICES FOR VALLEY VEfW MUNICIPAL COMPLEX — WATER UTILITIES Intent The Water Utilities Department is seeking to establish an annual contract for complete custodial services for the Valley View Municipal Complex (WMC) building at 333 Valley View Lane. Irving, Texas 75061. Hours of Operation The Valley View Municipai Complex is manned 24 hours a day 365 days a year in the operations center; however, most of the employees work the schedule listed below: 7:00 AM -- 5:00 PM, Monday through Friday Schedules The praposed cleaning schedule is included in this package; however, additional work may need to be completed as required. A minimum of twa (2) day porters and two (2) evening custodians are required for this bid. Additional staff may be needed to complete some of the requirements. The Facilities 8� Warehouse Supervisor will meet weekly with the successful bidder's project supervisor to review and adjust cleaning schedules seven (7) days prior to the start of the work week. General Standards The Valley View Municipal Complex (WMC) is a facility created for the purpose of housing Water Utilities, Streets, Traffic and Geographic Information Services (GIS). As such, it maintains the highest standard of cleanliness for health and aesthetic reasons. The Facilities and warehouse Supervisor will monitor daily the quality of work provided by the bidder's staff and will immediately report to the awardee's project supervisor if the Complex's standards are not met. The successful bidder will then have one hour to take corrective action in a manner deemed satisfactory to the facility representative. The Contractor's staff shall not be required to move heavy equipment, such as, but not limited to; refrigerators, soda machines, copy machines, file cabinets, office desks, heavy boxes, etc. for the purpose of floor cleaning. Although exterior window cleaning is not part of this bid, glass doors and the surrounding glass surfaces inside the facilities will be cleaned as needed. No one except authorized employees of the contractor are allowed on the premises af any Valley View Municipal Complex facility. Contractor's employees are NOT to be accompanied in #heir • � work area by acquaintances, family members, assistants, or any other person unless said person is an authorized employee of the contractor and,has met the security requirements as established in these specifications. Failure of contractor ta meet this requirement will result in permanent removal of custodial employee from all WMC facilities. The Contractor shall perform janitorial services in a manner to minimize disruption to the normal operation of building occupants. Upon completion of work, the Contractor is responsible for cleaning and removing all debris, materials, and equipment associated with the work performed. Staff and Emplovees of the Contractor The City requires that the awarded vendor pay the custodian workers a minimum amount of $15.00 per hour. The City reserves the right to request proof of hourly wages paid to custodian wo�kers assigned to WMC. The successful bidder shall be responsible for the selection and scheduling of staff to fulfill its contract obligations. • The contractor shall provide a tamper proof time clock onsite or other secure means of monitoring/logging employee work time. • The contractor shall be required to provide copies of timecards as proof of hours worked with each monthly invoice. • Timecards must show the employee's name, date/time of beginning shift, date/time end shift with the daily and total hours calculated. • Timecards will be examined at random intervals by the Facilities 8� Warehouse Supervisor to verify accuracy. • Employees must clock out for lunch breaks or anytime they leave the WMC property. Any custodial staff working in WMC facilities is required to have passed a pre-employment drug screening and have no criminal convictions or outstanding warrants and proof of such is required before employees can access the facilities. Furthermore, employees are subject to a background investigation prior to accessing the facility. Water Utilities reserves the right to request a change to the custodial staff for any reason. That request will be communicated to the ownership or the job supervisor. The contractor's Job Supervisor and additional personnel as deemed necessary by the Facilities 8� Warehouse Supervisor must be literate and fluent in the English language. There will be, at a minimum, one (1) person on each shift on site, who can speak, read, and write English. Day Porters MUST speak fluent English. This requirement is necessary due to the following reasons, which may include but are not limited to: Warnings of emergencies and hazards. Preparation of reports as specified. Communication with the Facilities 8� Warehouse Supervisor and other building tenants. Due to the significance of the above listed reasons, the English-speaking requirement is to enhance communications between the Contractor representatives and City personnel. The contractor's staff shall NOT use the facility telephones, except for emergency purposes and in no situation make long-distance calls. There shall also be no usage of personal phones while 2 • • working to include, but not limited to, streaming video, talking or text messaging. The successful bidder shall designate a Job� Supervisor with whom the WMC Staff will communicate with. If necessary, WMC staff must be able to contact the custodial day and/or night porter during their shifts either by cell phone or text messaging. The successful bidder will provide the method of communication to the Facilities � Warehouse Supervisor. Uniforms and Picture Identifica#ion The contractor shall provide uniforms for staff that project a professional image including appropriate footwear. Uniforms shall be neat in appearance, no holes, stains, etc. The uniform shirt shall have the company name clearly identified. Uniforms are to be always worn while on WMC premises. The City of Irving will provide a clearly identifiable name badge with a photo. Keys will be issued to and signed for by the contractor for use by the custodial staff. The keys shall remain with all authorized personnel until either the end of the contract, or with a change in personnel. The Facilities & Warehouse Supervisor will coordinate the issuance and the retrieval of badges and keys when the contract terminates. Any change in personnel will require that the terminated employee's badge be turned in to the Facilities 8� Warehouse Supervisor by the Con#ractor for a badge to be issued to the new employee. Supc�lies The WMC will provide toilet paper, paper towels, appropriate liners, hand soap, hand sanitizer refills, bowl blocks and urinal screens stared in janito�iai closets spread throughout the facility. Contractor shall provide all other cleaning/refinishing supplies to accomplish assignments per specs to WMC's satisfaction. The WMC will supply a secure location for storage on the premises, should the awardee require storage. At no time are contractor's employees allowed to remove any supplies or materials that are provided by the city from WMC property. All supplies and chemicals used by the Contractor must be pre-approved by the Facilities and Warehouse Supervisor. The contractor shall not change any supply or chemical without seeking approval of the Facilities 8� Warehouse Supervisor. Equipment The contractor shall be required to provide and utilize only equipment in good working condition in the performance of this contract. Equipment may be subject to periodic inspection. Equipment sha[i be defined as electricalty powered machines (i.e., vacuums, buffing machines, scrubbers, etc.}. This will be verified by the Facilities 8� Warehouse Supervisor, and the contractor may not commence janitorial responsibilities until this requirement is met. All vacuum cleaners shail be twin motor with HEPA filters. All electrically powered equipment shall be available for inspection and in optimum operating condition at all times. Inspections can be conducted by the Facilities and Warehouse Supervisor, or other designee, at any time. The city reserves the right to prohibit use of contractor's equipment if said equipment is judged to be unsafe for use, posing a health and/or safety matter, or is otherwise working improperly. 3 • , All electrically powered machines and portable tools shall be equipped with a three-wire cord and grounded, or if double insulated, two-prong cord caps. All extension cords shall be three-wire cord with ground. The city may periodically test cords to assure that the grounding wire is functioning. Floor machines and vacuums shall have rubber bumper guards in place and in good condition on the brush base and motor head unit. Friction or electrical tape shall NOT be used to cover splices, nicks, or plug ends. Defective or damaged cords shall be replaced. All machines shall be plugged into empty wall outlets. City equipment including, but not limited to shall not be unplugged typewriters, calculators, computers, ar radios, etc. ta acquire access for power. Should damage occur to contractor's equipment that might impair its safe operation, the machine shaf! NOT be used until properly repaired. Such machines must carry warning signs saying that the machine is damaged and not to be used and shall be removed from WMC property until properly repaired or replaced. Equipment shall NOT be left plugged-in and unattended in halls, stairways, landings, or any locations used as passageways. Exits, elevators, and emergency exits shall be clear at all times. Any damage incurred to WMC property by the custodial staff will be repaired by the WMC. All costs associated with repair sha11 be billed or deducted from the contractor's payment. The contractor provides necessary equipment to accomplish floor care and the owner will supply a secure location for storage (within reason) on the WMC premises, should the bidder require storage. Con#ractor supplies and leaves a clean mop, broom, dust mop, cart, mop bucket and 1 new twin motor vacuum cleaner with HEPA filter in each custodial closet. Any dirty, unserviceable, or broken equipment shall be removed from the site and replaced with new equipment by the contractor within one (1) day. All equipment supplied by the contractor is to be listed on an equipment sheet provided in the response attachments of #he e-procurement site. The Facilities 8� Warehouse Supervisor must approve equipment prior to award of bid. If a product does not meet the requirements of WMC, the contractor will be given an opportunity to provide an acceptable substitute within a mutually agreed upon timeframe. Material Safetv Data Sheets (MSDS Sheets) The contractor shall provide Material Safety Data Sheets (MSDS) that comply with OSHA Standards for all chemicals intended for use in WMC facilities. If new chemical products are introduced, or new janitorial empioyees are hired, the contractor is responsible for reviewing the MSDS sheets with employees and ensuring that all employees understand and are trained in the safe use of all chemical products. The MSDS sheets must be legible, and printed in English and Spanish, placed in a laminated binder, and provided in each janitorial closet. If there is no janitorial closet in the building, the contractor shall provide MSDS sheets readily available on service cart. Only MSDS sheets for chemicals/cleaners used on-site are to be displayed. Published books containing all MSDS sheets are NOT acceptable. 4 i • All containers of cleaning materiais, both stored and used, shall be properly labeled as per OSHA requirements. The city will provide storage areas for supplies at each site if possible. Not all sites have janitorial closets. The contractor shall pravide supplies via their crew vehicle to these sites. All storage areas used by the contrac#or shall be kept in a neat and orderly manner. The supply/storage area shall be kept free of any offensive odor. Damp mopping, spot cleaning, and dusting shall be done on a routine basis. Safetv and Handlinq Rubber gloves shall be worn when handling any solution that warns of skin irritation. All materials shall be stored and identified as to content so that proper precautions may be taken. All chemicals shall be labeled. If there are no Blood Borne Pa#hogens present, rubber gloves may be disposed of within the normal trash procedures. , The contractor shall use "CAUTlON" floor signs, and all such signs shall be furnished at no additional cost to the city. Signs shall be in English and Spanish. The signs will be made of rugged plastic, bright color for easy viewing, and hinged at top. Class I flammable liquids (gasoline, benzene, naphtha, alcohol, turpentine, etc.) shall not be stored on any WMC property. The contractor shall be required to demonstrate expertise, knowledge, and capability, and provide a responsible training program to employees, to appropria#ely manage situations involving hazardous chemicals and infectious biohazard waste. Proof of this training shall be provided upon request by the city. Stairwells, walkways, elevators, and landings shall never be used for storing equipment, supplies, or debris. First-aid containers shall be provided by the contractor and be available to all contractor's employees during cleaning shifts. These are to be kept in the janitorial closets. If no closet is available at site, the contractor shall provide these kits in the service vehicle or service cart. Buifdinq Securitv All exterior building doors shall remain locked. Exterior doors shall not be propped open without the consent of #he Facilities and Warehouse Supervisor. This includes� interior doors as determined by the Faciiities 8� Warehouse Supervisor. Contractor's employees entering or leaving a secured area shall make sure that doors are locked at aA times. Contractor's employees shall be alert upon entry and exit of secured locations to ensure that no unauthorized persons are waiting to gain access to the building. Doors shall not be unlocked for anyone at any time, or for any reason, while cleaning buildings. Janitor and storage areas shall be locked at all times. Contractor shall be responsible for securing all buildings, offices, and facilities at the time of their service. Failure to comply shall make the contractor responsible for any loss of WMC property. If a building must be re-keyed due to contractor's staff losing key(s), or failure to return keys, costs of re-keying shall be borne by the contractor. 5 • Failure to Provide Repuirements i For the failure of the contractor to provide, and maintain certain requirements, as listed in this section, the City may elect to terminate the contract. Major violations of the Contractor's requirements include, but are not limited to: MSDS sheets/regulations Non-Englisfrspeaking staff No Picture I.D. as required Building re-key Failure to activate/deactivate building security alarms Failure to lack doors or windows Failure to maintain appropriate staffing level Failure to provide proof of wages paid to custodial workers Work Schedule This contract requires, at a minimum, the use of two (2) full time day porter, during normal operating hours, and two (2) night/evening personnel (see requirements as outlined in this document). A day porter shall be defined as an employee of the contractor who will provide full time janitorial services during the day. The day porter will not vacuum floors, or perform other potentially disturbing duties, during normal operating hours. NighUevening personnel shall conduct janitorial services such as vacuuming, waxing floors, etc., that cannot be performed during operating hours, normally after 6:00 p.m. Service days shall be Monday thru Friday, excluding City observed holidays, for a total of 252 working days. Minor changes to the schedule, such as substituting a Saturday morning for Friday night, may be acceptable; however, the contractor must obtain p�ior approval from the Facilities 8� Warehouse Supervisor. The City will NOT pay overtime for any schedule changes. It is the contractor's responsibility to provide a monthly schedule, rto less #han one week in advance, to the Facilities 8� Warehouse Supervisor. This schedule shafl outline dates, times, and specific employees of the contractor as well as services to be provided for daily, weekly, and monthly custodial services. The contractor and the Facilities 8� Warehouse Supervisor will determine, prior to commencement of contract, times, and dates for quarterly and semi-annual work to be performed. Hourlv Pricinp � Non-scheduled work, that is requested work that is not covered under normal day-to-day cleaning activities, shall not be billed as Time and Materials. All additional work must be pre-approved by the Facilities 8� Warehouse Supervisor and billed separately. There will be a separate line item in the pricing section of these specifications for hourly rates to be completed by the bidder. Bidder must complete all items on pricing section to be" considered for award. Annual and Spuare Foot Pricinq There will be a separate column requiring bidders to list Price per Square Foot, in the pricing section of these specifications. This amount is determined by dividing the total square footage of each building by the total annual price quoted. Bidder must complete all items on pricing section to be considered for award. C � • It is possible that portions of the building may become "unoccupied" during the term of this contract for various reasons. Upon notice from the Facilities and Warehouse Supervisor, the cont�actor will be instructed to cease cleaning the unoccupied portion and the WMC shall receive a credit based on the Per Square Foot Pricing. When these areas may be re-occupied, the contractor will be notified to commence cleaning again and the square footage will be noted for the contractor to bill WMC accordingly. Inspections As part of the contract administration process, the contractor, along with the Facilities and Warehouse Supervisor, shall make on-site inspections to ensure compliance with these specifications as requested by Water Utilities. To ensure daily activities are completed, supplied Daily Service Logs shall be maintained by the janitorial staff. During the weekly inspection the Daily Service Logs will be reviewed. If a portion of work has not been completed, the invoice will be deducted accordingly. Any discrepancies found during the inspection shall be immediately corrected to the satisfaction of the Facilities & Warehouse Supervisor. 7 r� u Section II: Room Demoqraphics �� Building A is the two-story portion of the facility. The first floor contains the conference rooms and Environmental Compliance, and the second floor contains Administration, SCADA (24-hour operations center), Geographical Informatian Systems (GIS), Street Services and Traffic. Building B is comprised of Water and Wastewater Operations, Billing, Street offices, men's and women's locker rooms (two of each) and general assembly rooms (one for Water Utilities and one for Streets). Building A: First Floor ROOM SQ. FI'. FLOOR MATERIAL NO. NAME A100 VESTIBLTLE 203 SLATE A101 LOBBY 1170 SLATE A142 ELEVATOR 60 SLATE A103 MEN'S TOILET 200 SLATE A104 CORRIDOR 697 CARPET A106 RECEPTION AREA 244 VCT A107 CONFERENCE ROOM 93 VCT A1Q8 CORRIDOR 389 VCT A109 FILE ROOM 214 VCT A110 WORK ROOM 156 VCT A111 WORKSTATION AREA 536 VARIES A112 TWO OFFICES 280 CARPET A113 STAIR 254 CARPET A115 WATERQUALITY INSPECTOR 89 CARPET A116 CORRIDOR 678 CARPET A117 CORRIDOR 318 CARPET A118 WATERQUALITYINSPECTOR 87 CARPET A119 LIBRARY 181 CARPET A120 COFFEE/MAIL SORT 53 CARPET A121 WATERQUALITY SUPERVISOR 187 CARPET A122 ADMIN. SUPPORT 90 CARPET A123 RECEPTION AREA 113 CARPET A124 CONFERENCE ROOM 202 CARPET A126 OPERATING MANAGER 187 CARPET A128 TRAINING STORAGE 168 VCT A130 TRAINING COORDINATOR 137 CARPET A131 CORRIDOR 125 CARPET A132 TRAINING/MULTI-PURPOSE 818 CARPET A133 STORAGE 54 VC"I' A134 BREAK ROOM 217 SLATE A135 VESTIBLJI.E 424 SLATE A136 LARGE TRAINING ROOM 2036 CARPET A137 WAITING AREA 79 CARPET A138 TRAINING STORAGE 181 VCT A139 STAIR 212 VARIES A140 WAITING AREA 256 SLATE A141 STAIR 164 SLATE A142 WOMEN'STOILET 182 SLATE E�3 • Building A: Second Floor � ROOM SQUARE FOOT FLOOR MATERIAL NO. NAME A200 LOBBY 614 SLATE A201 RECEPTION 116 CARPET A202 ADMIN. SUPPORT 114 CARPET A203 CONFERENCE ROOM 241 CARPET A204 CORRIDOR 147 CARPET A206 FILE ROOM 160 VCT A207 COFFEE/MAIL SORT 48 CARPET A2Q$ INTERN MANAGER 145 CARPET A210 CORRIDOR 471 CARPET A211 ADMIN. SUPPORT 83 CARPET A213 STREET MANAGER 191 CARPET A214 STREETS DIRECTOR 268 CARPET A215 WORKROOM 257 VCT A216 CORRIDOR 507 CARPET A217 COMPUTER WORKROOM 180 VCT A218 WORKSTATION AREA 1016 CARPET A219 STAIR 261 VARIES A220 CORRIDOR 296 CARPET A222 GIS ANALYST 104 CARPET A223 CORRIDOR 197 CARPET A224 MAP/FILE ROOM 600 VCT A225 SENIOR PROGRAMER 140 CARPET A226 GIS COORDINATOR 140 CARPET A227 CORRIDOR 243 CARPET A22$ TWO OFFICES 263 CARPET A231 BREAK ROOM 273 VCT A232 COFFEE 55 CARPET A233 TOILET 60 CERAMIC TILE A234 CORRIDOR 237 CARPET A23v PUMPS & MOTORS 438 CARPET A236 PUMPS & MOTORS 140 CARPET A237 MAIN OPERATION STATION 140 CARPET A238 WATER PUMPING SUPER. 140 CARPET A239 CORRIDOR 248 CARPET A240 SR. UTILITY PUMP OP. 120 CARPET A241 SNR. CONSTR. INSPEC. 140 CARPET A243 CONSTRUCTION INSP. 84 CARPET A244 STORAGE 56 VCT A245 CORRIDOR 198 CARPET A246 STORAGE 96 VCT A247 CORRIDOR 164 CARPET A248 FILE ROOM 193 VCT A249 LIBRARY 167 CARPET � Building A: Second Floor - Continued � ROOM Square Foot FLOOR MATERIAL A250 COFFEE/MAIL SORT 40 CARPET A251 CORRIDOR 96 CARPET A252 STAIR 212 VARIES A253 TOILET 60 CERAMIC TILE A254 ADMIN. SUPPORT 83 CARPET A255 WATER UTILITIES DIR. 278 CARPET A257 CORRIDOR 207 CARPET A258 PROJECT COORDINATOR 150 CARPET A259 PROJECT COORDINATOR 150 CARPET A260 AST. WATER UTILITIES DIR. 258 CARPET A261 ADMIN. SERVICES MGR. 185 CARPET A262 WORKSTATION AREA 137 CARPET A263 WORKROOM 192 VCT A264 CONFERENCE ROOM 230 CARPET A265 ADMIN. SUPPORT 98 CARPET A266 RECEPTION 104 CARPET A267 WOMEN'S TOILET 186 SLATE A268 MEN'S TOILET 218 SLATE 10 C� Building B C� ROOM SQUARE FOOT FLOOR MATERIAL NO. NAME B100 VESTIBULE 59 VCT 8101 CORRIDOR 589 VCT B102 LOCKERS MALE 520 CERAMIC TILE B103 SHOWERS MALE 153 CERAMIC TILE B104 MALE TOILET 358 CERAMIC TILE B106 LOCKERSISHOWERS FEMALE 324 CARPET 6107 UNIFORM STORAGE ROOM 520 VCT B108 CORRIDOR 63 VCT 6110 CORRIDOR 271 VCT 6111 STREET SUPERVISOR 138 CARPET 6112 STREET SUPERVISOR 140 CARPET B113 WORK ROOM 316 VCT B114 STREET SUPERVISOR 140 CARPET 6115 STREET SUPERVISOR 140 CARPET 6116 STREET SUPERVISOR 138 CARPET B117 CONFERENCE ROOM 297 CARPET B118 STORAGE ROOM 300 VCT B119 CORRIDOR 315 VCT 6120 CORRIDOR 240 VCT B121 WAITING AREA 147 VCT B122 VENDING MACHINE AREA 202 VCT B123 ASSEMBLY/READY ROOM 1490 VCT B124 MUD AREA 67 CONCRETE B125 ASSEMBLY/READY ROOM 2156 VCT B126 CORRIDOR 224 VCT B127 STORAGE ROOM 359 VCT 6128 MAP ROOM 748 VCT B129 LEAK DETECTION EQ. ROOM 83 VCT 6130 WORK ROOM 214 VCT B131 SUPPLY ROOM 60 VCT B132 LINE TV ROOM 528 VCT 6133 TOILET 65 CERAMIC TILE B135 CORRIDOR 515 VCT B136 ADMtN. SUPPORT 144 CARPET B137 MAINTENANCE MANAGER 198 CARPET 6138 WASTEWATER MAINT. SUP. 147 CARPET B139 BILLING SPECIALIST � 298 CARPET B140 METER READER SUP. 147 CARPET B141 CONFERENCE ROOM 340 CARPET 6142 WORKSTATION AREA 1065 VCT 6143 WORKSTATION AREA 875 , VCT 6144 WATER DTB. SUPERVISOR 140 CARPET 6145 NIGHT MAINT. SUPERVISOR 140 CARPET 11 • Building B - Continued U ROOM SQUARE FOOT FLOOR MATERIAL 6146 WASTE COLLECTION SUP. 140 CARPET 6147 WASTE PREVENTIVE SUP. 140 CARPET B148 UTILITY SERVICE SUP. 140 CARPET 6149 CIFT STATION MAINTENANCE 121 CARPET B150 MALE TOILET 348 CERAMIC TILE B152 LOCKERS MALE 665 CERAMIC TILE B153 SHOWERS MALE 179 CERAMIC TILE B154 LOCKERS/SHOWERS FEMALE 323 CERAMIC TILE 6155 UNIFORM STORAGE ROOM 397 VCT Building C— Duties pe�Formed MondaylWednesday/Friday C150 RESTROOM 64 CERAMIC TILE C160 RESTROOM 64 CERAMIC TILE C170 RESTROOM 64 CERAMIC TILE C180 RESTROOM 64 CERAMIC TILE Warehouse — Duties perFormed MondayNVednesday/Friday W1 RESTROOM 64 CERAMIC TILE W2 OFFICE 64 CERAMIC TILE Total Square Feet of Each Buildinq bv Floor Material BLDG A 1 ST FLR. BLDG A 2ND FLR, BLDG B BLDG C TOTAL CARPET SQFT 6356 9094 3412 0 18862 VCT SQFT 1801 2108 12079 0 15988 SLATE SQFT 2876 1018 0 0 3894 CONCRETE SQFT 0 0 0 0 0 VARIES SQFT 748 473 0 0 1221 CERAMIC TILE 0 120 2611 128 2859 TOTAL 11781 12813 18102 128 42824 12 • Section III: Custodial Duties and Requirements Dailv — Dav Porters � • Empty waste receptacles and replace plastic liners as needed. • Empty recycling bins and #ransport to main location at exterior of building. • Clean and sanitize the interior and exterior surface of all trash containers. • Clean and sanitize drinking fountains and remove encrustations, watermarks, etc. Polish as needed, using approved metal polish. • Remove cobwebs on wa�ls, ceiling corners, or any other places. • Dust around cleared areas of furniture tops, desktops, vacant shelves, windowsills, ledges, chairs, benches, etc. DO NOT MOVE ITEMS LOCATED ON THESE AREAS. • Pick up litter at entryways as needed. • At entranceways, remove lint, cobwebs, debris and mud from walkways, steps, floors, canopies, and ceiling corners. If necessary, remove bird droppings. • Clean entry door surfaces, door glass, and adjacent glass and frames. Clean and sanitize entry door handles, push plates, and kick plates. • Clean top surface of exterior patio tables and chairs. • In break raoms, lounges, etc., clean sinks and counter tops using sanitizing agent. Clean tabletops and chairs. Fill any paper towel and soap dispensers. • In break rooms, lounges, etc., clean microwave oven inside and outside and exterior surface of refrigerator door. • In conference rooms clean and sanitize all tables and counter tops. • Clean and sanitize all doar handles. • Clean surfaces of elevator walls, doors, door panels, control panels, and door tracks. • In restrooms, clean mirrors, countertops, sinks, and fixtures using germicidal solution. • Clean toilet seats, inside bowl, bawl rims of toilet, base (including hold down bolts). Clean urinals in like manner. USE OF SANITARY DISPOSABLE NON-STERILE RUBBER GLOVES IS MANDATORY. Gloves are to be changed with each restroom cleaning. DO NOT USE ACID BASED TOILET BOWL CLEANER ON ANY METAL SURFACES. Some cleaners erode the finish on meta! surfaces. • Spot clean ceramic tile/concrete walls, removing stains, heavy soil, graffiti, candy, gum, or any other foreign material. Clean stall partitions in like manner. • Mop bathrooms. • Clean and polish all stainless steel and chrome. • Re-supply towels, soap, toilet paper, and other items as required. • Clean, and organize, janitorial closet at end of each shift. • Report needed building repairs ta Facilities & Warehouse Supervisor. Daily — Eveninq Porters • Empty waste receptacles and replace plastic liners as needed. • Empty recycling bins and transport to main location at exterior of building. • Vacuum ALL areas of building's interior carpet. Vacuum any floor mats, and entry mats located at entry/exit doors. Spot clean any areas as needed. • Clean slate as directed by the Facilities & Warehouse Supervisor. • Dust mop ALL non carpeted floors (VCT, Concrete etc.}, then damp mop afterwards. • Vacuum behind equipment using a vacuum wand, in order to avoid damage to equipment and/or equipment cords. • Empty freestanding ashtray receptacles of cigarette butts and trash (located at designated smoking areas outside). 13 � • • Pick up litter at entryways as needed. • Spot clean carpets and hard floors as needed. • Spot clean ceramic tile/concrete walls, removing stains, heavy soil, graffiti, candy, gum, or any other foreign material. Clean stall partitions in like manner. • Mop bathrooms, lacker rooms, and showers with germicidal solution. • Spot clean baseboards to remove buildup of dirt and foreign matter. • Clean and sanitize showers using germicidal or detergent solution. • Clean, and organize, janitorial claset at end of each shift. • Report needed building repairs to Facilities & Warehouse Supervisor. Weekly — Dav Porters • Spot clean walls, and cubicle partitions. e Heavy sweep all loose soil, rocks, debris, etc. from patio areas, vestibules, building stairwells/steps, and handicap ramps. Weeklv — Eveninq Porters Vacuum all fabric upholstery on chairs. Spot clean as necessary. Clean all washable non-fabric seating. Buff floors that are coated with floor finish, to restore luster and dust mop afterwards. Monthly — Dav Porters • Wipe dust accumulation on wall artwork, photographs, white boards, bulletin boards, etc. • Clean stairwell rails, landings, and steps. Clean rails located an handicap ramps to remove dust accumulation and residue. • Clean all exterior surfaces of lockers. • Pour one-half gallon of germicidal or detergent solution into all floor drains in Buildings A 8� B. Clean grate to remove mildew or other stains. Monthly — Eveninq Porters • Vacuum and clean HVAC supply and return vents (and surrounding ceiling). • Clean and machine buff to maintain shine and appearance. • Remove any floor finish, dirt, or other foreign matter from all base boards. e Clean interior glass surface up ta 9' in height. Quarterly — Eveninq Porters Dust or vacuum both sides of all blinds or other window coverings. Clean ceiling and light diffusers/covers (only if diffusers and covers are removable without tools). DusUwipe bulbs. Semi-Annual — Eveninq Porters. • Strip, seal and refinish all VCT floors (2-coats of sealers, 3-coats of finish). • ExtracUshampoo a!I carpeted areas. 14 � ADDITIONAL INFORMATION • Contract Period - This contract begins with date of award for a one-year annual term. There shall be no subcontracting of any portion of this contract without prior written consent of Water Utilities. All employees must work directly for the awarded vendor. Renewal Option - This contract is subject to consideration for two (2} renewals with each renewal being for a one-year period and under the same terms and conditions as awarded. Each renewal option may be exercised by the City of Irving with written agreement by contractor. References - Prospective vendors must include in their bid package (3) references for current or former clients your company has provided similar services to within the prior 24 months. All references must be for clients of similar size (or larger) and scope as comparable to the Valley View Municipal Complex. All references must include a valid contact, phone number, physical address, and email address for the individual responsible for housekeeping at a particular facility. Failure to provide all requested information may be considered grounds for bid rejection. Evaluation - This is a best value solicitation. An evaluation team will evaivate the information provided; including the findings of the reference checks conducted. The responses will be evaluated on the following weighted criteria: TOTAL EVALUATION CRITERIA _ POSSIBLE POINTS Bid price proposed (is it reflective of bid specs) 40 Ability, capacity, and skill of the respondent to perform 30 based on experience with similar multi-purpose facilities Bidders' history with City of Irving and/or references 30 TOTAL 100 An evaluation committee will evaluate the information provided by the bidder(s) in response to the established measurable criteria above. The combined score of aIi evaluators for each bidder is the score to be used to determine the ranking for the bidder. Award will be made to the bidder with the highest ranking. 15 � r1 LJ SPECIAL INSTRUCTIONS TO BIDDERS Attachment B-2 1. Bidding Process/Con#act Information The City of Irving is aware of the time and effort bidders spend in preparing and submitting bids. We will work with you to make the process as easy as possible. If you have questions or concerns about the bidding process in general, please contact: Joseph Navarre, Purchasing Agent JNavarre@cityofirving.org 972.721.3743 If you have questions or concerns regarding this solicitation specifically, please submit them electronically through the city's e-procurement website. 2. Method of Award Award will be made in it's entirety to the best value bidder, at the sole discretion of the City. Bidders must complete all lines to be considered for award. The City reserves the right to award by whichever method is mos# favorable to the City, but will award to the best value, responsive, responsible bidder no matter which method is used. Awards totaling $50,000 or more will be made by the Irving City Council. In determining the lowest responsive, respansible bidder, in addition to price, the recommendation may consider: 2.1 The ability, capacity, and skill of the bidder to perform the contract and provide the service required. 2.2 Whether the bidder can perform the contract to provide the senrice or make delivery within the time specified, without delay or interference. 2.3 The character, integrity, reputation, judgment, experience, and efficiency of the bidder. 2.4 The quality, workmanship, or performance of previous contracts or services. 2.5 The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services. 2.6 The sufFiciency of the financial resources and ability of a bidder to perform the contract or service. 2.7 The qua�ity, availability, and the adaptability of the supplies or contractual services ta the particular use required. 2.$ The ability of the bidder to provide future maintenance and services for the use of the subject of the cantract. 2.9 The number and scope of conditions attached to the bid. 2.10 Prior experience or knowiedge of the bidder concerning a particular field or piece of equipment. 2.11 The safety record of the bidder. 3. Contract Term The initial term of this contract is one (1) year from the date of execution. Renewals are subject to bi-lateral agreement, no later than 60 days before the date of expiration. (rev. 5/18/18) � � 4. Public Bid Openinq A public bid opening will be held at 4:00 p.m. on April 21, 2023 via the Zoom Link provided on the E-Procurement site. 5. Pre-Bid Conference A pre-bid meeting will be held on Tuesday, April 11, 2023 at 9:00 a.m. at Valley View Municipal Complex, 333 Valley View Lane, irving, TX 75061. A second pre-bid meeting will be held on Wednesday, April 12, 2023 at 10:00 a.m. at Valley View Municipal Complex, 333 Valley View Lane, Irving, TX 75061. Attendance at one of the two pre-bid meetings is mandatory and is a preferred method of receiving questions and requests from vendors for clarification 6. Insurance Requirements This solicitation has insurance requirements. They are listed as Attachment D-3. Please review the requirements with your insurance agent and submit insurance affidavit (Attachment D-4) with your bid. 7. Required Contrac# City's Standard Contract and Acknowledgement should be scanned and uploaded with your electronic bid submission. Should your company be recommended for award, you will have seven (7) days to provide a signed, notarized contract along with a signed, notarized State of Texas Form 1295, Certificate of Interested Parties if award is $50,000.00 or more. Instructions for registering your company with the Texas Ethics Commission and generating Form 1295 will accompany any recommendation for award. Please note that all documents must be signed by an officer, directar, or authorized agent for your company. (rev. 5/18/18) � i AGENDA ITEM SUMMARY Meeting: 6/8/2023 DOC ID: 13699 Recommending Department: Water Utilities LSR No: N/A Resolution -- Approving and Accepting the Bid of Unica Enterprises, LLC, in the Total Estimated Amount of $164,000.00 for Custodial Services at the Valley View Municipal Complex Administrative Comments 1. This item is recommended by the Water Utilities Department. It supports Future in Focus: Infrastructure Investment — Support strategic investment in city facilities. 2. Impact: Custodial Services provide clean and attractive facilities for customers and visitors at the Valley View Municipal Complex. 3. This award establishes an annual contract for the continuation of providing custodial services for the Valley View Municipal Complex. This award is for one year with two, one-year renewal options. 4. Minority- and/or Women-Owned Business Enterprise participation in this contract is 100%. 5. Funding for Fiscal Year 2022-23 is available in the 1/Vater-Sewer Operating Fund, while funding for Fiscal Year 2023-24 is subject to budget appropriation. Total Estimated Vendor Contract Term Amount Fiscal Year $ 41,000.00 2022-23 Unica Enterprises, LLC 7/1/23 — 6/30/24 $ 123,000.00 2023-24 TOTAL $ 164,000.00 Recommendation The resolution be approved. ADDiTIONAL COMMENTS: Contract Required: No Previous Action: None Review Completed By: N/A Council Action: None Discretionary Contract Disclosure Form Required: No Certificate of Interested Parties (Form 1295) Required: Yes TGC 2271 Verification Form Required: Yes TGC 2274 Verification Form Required: Yes Comments: Purchasing sent solicitation notices for ITB No. 077J-23F to 1,735 vendors, � � 1,186 of which were M/WBE or HUB vendors. Fourteen responses were received, of which three were M/WBE or HUB vendors. The submission from Unica Enterprises, LLC, scored the highest points based on evaluation criteria as established in the b.est value bid and is being recommended for award. This award is for one year with two, one-year renewal options. These as-needed expenditures will be tracked using Contract No. 42300222-2. The evaluation criteria for selection were as follows: Bid Price (40%); ability, capacity and skill to perform per requirements (30%); and bidders past history wiih the city and/or references (30%). ATTACHMENTS: TGC 2271 & 2274 Forms (PDF) CURRENT YEAR FINANCIAL IMPACT: 50016001-640021 Budget: $41,000.00 Actual: $41,000.00 Budget AdjustmentlTransfer Required: No Purchase orders will be issued as needed for annual contract. REVISION INFORMATION: Prepared: 5/22/2023 07:19 AM by Joseph Navarre Last Updated: 6/2/2023 08:11 AM by Joseph Navarre Vendor: Unica Enterprises LLC 077J-23F Addendum 2Page 1 of 2 pages Vendor: Unica Enterprises LLC 077J-23F Addendum 2Page 2 of 2 pages Exhibit D- Conflict of Interest Questionnaire CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. OFFICEUSEONLY This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who oate Received has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor 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 vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. 1 Name of vendor who has a business relationship with local governmental entity. Unica Enterprises LLC 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 on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) 3 Name of local government officer about whom the information is being disclosed. N/A Name of Officer 4 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor? � Yes � No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? � Yes � No 5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more. N/A 6 �Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1). 7 '� 02/05/2025 Nan�y�ai�an �Fees, zozs i6so csr� Signature of vendor doing business with the governmental entity Date Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021 CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form. Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Local Government Code § 176.003(a)(2)(A) and (B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: *** (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code § 176.006(a) and (a-1) (a) Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A); (2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section 176.003(a-1); or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity; or (B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a); (B) that the vendor has given one or more gifts described by Subsection (a); or (C) of a family relationship with a local government officer. Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021 City of Fort Worth, Mayor and Texas Council Communication DATE: 01/28/25 M&C FILE NUMBER: M&C 25-0064 LOG NAME: 13P ILA CITY OF IRVING - CUSTODIAL SERVICES PED GN SUBJECT (ALL) Authorize Execution of Agreement with Unica Enterprises, LLC in an Annual Amount Up to $1,200,000.00 and Authorize One One-Year Renewal Option for Skilled Custodial Services for the Public Events Department Using an Interlocal Agreement RECOMMENDATION: It is recommended that the City Council authorize the execution of an agreement with Unica Enterprises, LLC in an annual amount up to $1,200,000.00 and authorize one one-year renewal option for skilled custodial services for the Public Events Department using Interlocal Agreement- City of Irving Contract # 077J-23F. DISCUSSION: The purpose of this Mayor & Council Communication (M&C) is to procure custodial services using an Interlocal Agreement. Public Events Department (PED) reached out to Purchasing to execute an Interlocal Agreement with Unica Enterprises, LLC. This Agreement will be used for skilled custodial services including the use of specialized equipment and techniques with high-level of supervision at the Will Rogers Memorial Center (WRMC) and Fort Worth Convention Center. Currently, the temporary general laborers pertorming janitorial services are not experienced in janitorial tasks. Unica will provide supervisory capabilities of their employees and skilled labor in janitorial duties. In particular, Unica will focus on restroom facilities, floor maintenance, and detail cleaning which are areas of focus for clients, guests, and attendees of events at WRMC. State law provides that a local government purchasing an item under an Interlocal Agreement satisfies state laws requiring that the local government seek competitive bids for the purchase of the item or service. City of Irving (Irving) contracts have been competitively bid to increase and simplify the purchasing power of government entities. City of Irving issued Invitation to Bid (ITB) No. 077J-23F and awarded Unica Enterprises, LLC based on Best Value evaluation criteria on June 13, 2023. FUNDING: The maximum annual amount allowed under this agreement will be $1,200,000.00; however, the actual amount used will be based on the need of the PED and available budget. Funding is budgeted in the General Operating & Maintenance category in the Culture & Tourism Fund for the PED. TERM: The initial term of the agreement will begin upon execution and end on June 30, 2025. RENEWAL TERMS: The agreement may be renewed for one (1) additional one-year term. This action does not require specific City Council approval provided that City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terms. ADMINISTRATIVE CHANGE ORDERS - An administrative change order or increase may be made by the City Manager or his designee up to the amount allowed by relevant Law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. BUSINESS EQUITY - A Business Equity goal is not assigned when purchasing from an approved purchasing cooperative or public entity. The agreement serves ALL COUNCIL DISTRICTS. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the Culture & Tourism Fund to support the approval of the above recommendation and award of the agreement. Prior to any expenditure being incurred, the Public Events Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office bk Reginald Zeno 8517 William Johnson 5806 Originating Business Unit Head: Additional Information Contact: Reginald Zeno 8517 Mike Crum 2501 Brandy Hazel 8087 Grace Nguyen 8516