HomeMy WebLinkAboutContract 63668CSC No. 63668
ORT WORTH,.
VENDOR SERVICES AGREEMENT
This NON-EXCLUSIVE VENDOR SERVICES AGREEMENT ("Agreement") is made and
entered into by and between the CITY OF FORT WORTH ("City"), a Texas home rule municipal
corporation, acting by and through its duly authorized Assistant City Manager, and JDM Janitorial Inc.
("Vendor"), a Texas limited liability company, acting by and through its duly authorized representative,
each individually referred to as a "party" and collectively referred to as the "parties."
1. Scope of Services. Vendor will provide janitorial services, such as but not limited to
sweeping, mopping, vacuuming, dusting, disinfecting, scrubbing, emptying trash/recycling receptacles, and
major floor maintenance. ("Services"), which are set forth in more detail in Exhibit "A," attached hereto
and incorporated herein for all purposes.
2. Term. The initial term of this Agreement is for one (1) year(s), beginning on the date that
this Agreement is executed by the City's Assistant City Manager ("Effective Date"), unless terminated
earlier in accordance with this Agreement ("Initial Term"). After the Initial Term, this Agreement will
automatically renew under the same terms and conditions for up to four (4) one-year renewal terms (each
a "Renewal Term"), unless terminated earlier in accordance with this Agreement.
3. Compensation.
3.1 Vendor understands and agrees that the City will award non-exclusive purchase
agreements to multiple bidders for the Services as outlined in City of Fort Worth Request
for Proposal ("RFP") No. 25-0089 "Janitorial Services". Vendor further understands that
the aggregate amount of all contracts awarded to multiple vendors under RFP No. 25-0089
will be in the amount of Three Million Seventy -One Thousand Four Hundred Thirty-
five Dollars No/100 ($3,071,435.00) and the City makes no promise or guarantee of the
total amount of work that will be assigned to Vendor under this Agreement. Vendor's
Response to City of Fort RFP No. 25-0089 ("Vendor's Response") is attached hereto as
Exhibit "C," attached hereto and incorporated herein for all purposes.
3.2 The City will issue a written work order establishing the locations, schedule, and
fee to be paid to the Vendor for each service to be completed by Vendor ("Work Order").
Vendor will perform the Services in accordance with each Work Order issued by the City.
The City may issue an amended Work Order to address any changes in the work to be
performed after a Work Order has been issued. Except as otherwise specified in this
Agreement, the fee established in each Work Order will be based upon the prices submitted
by Vendor in Vendor's Response.
3.3 The City will pay Vendor the fees established in each Work Order in accordance
with the Prompt Payment Act (Chapter 2251 of the Texas Government Code) and
OFFICIAL RECORD
CITY SECRETARY
Vendor Services Agreement Page 1 of 43
FT. WORTH, TX
provisions of this Agreement, including its exhibits.
3.4 Vendor will submit type -written or computer printed invoices to the City which
include the Vendor's name, address and telephone number, and identify the service
location, the agreed price for the services contained in the Work Order, and the City's
issued purchase order and release number. Vendor will submit all invoices to the City
within two (2) weeks of completing the work.
Vendor will submit all invoices to:
City of Fort Worth
Attn: FMS Central Accounts Payable
100 Fort Worth Trail
Fort Worth, Texas, 76102
3.5 The City may complete a visual inspection of the work to verify that it was
completed in accordance with this Agreement. City agrees to pay all invoices for accepted
work within thirty (30) days of receiving the invoice. The City will only pay for work that
is completed in accordance with the terms and specification contained in this Agreement.
Vendor will not be paid for any incomplete work. The City will notify Vendor of any error
in an invoice no later than the twenty first (21 st) day after the date the City receives the
invoice.
3.6 Vendor will not perform any additional 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 will not be liable for any additional expenses of
Vendor not specified by this Agreement unless City first approves such expenses in writing
4. Termination.
4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for
any reason by providing the other party with 30 days' written notice of termination.
4.2 Non -appropriation of Funds. In the event no funds or insufficient funds are
appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor
of such occurrence and this Agreement will terminate on the last day of the fiscal period for which
appropriations were received without penalty or expense to City of any kind whatsoever, except as
to the portions of the payments herein agreed upon for which funds have been appropriated.
4.3 Duties and Oblieations of the Parties. In the event that this Agreement is
terminated prior to the Expiration Date, City will pay Vendor for services actually rendered up to
the effective date of termination and Vendor will continue to provide City with services requested
by City and in accordance with this Agreement up to the effective date of termination. Upon
termination of this Agreement for any reason, Vendor will provide City with copies of all
completed or partially completed documents prepared under this Agreement. In the event Vendor
has received access to City Information or data as a requirement to perform services hereunder,
Vendor will return all City provided data to City in a machine readable format or other format
deemed acceptable to City.
5. Disclosure of Conflicts and Confidential Information.
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5.1 Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has made full
disclosure in writing of any existing or potential conflicts of interest related to Vendor's services
under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this
Agreement, Vendor hereby agrees immediately to make full disclosure to City in writing.
5.2 Confidential Information. Vendor, for itself and its officers, agents and employees,
agrees that it will treat all information provided to it by City ("City Information") as confidential
and will not disclose any such information to a third party without the prior written approval of
City.
5.3 Public Information Act. 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. In the event there is a request for information marked Confidential or Proprietary,
City will 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.
5.4 Unauthorized Access. Vendor must store and maintain City Information in a secure
manner and will not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Vendor must notify City immediately if the security or integrity of any
City Information has been compromised or is believed to have been compromised, in which event,
Vendor will, in good faith, use all commercially reasonable efforts to cooperate with City in
identifying what information has been accessed by unauthorized means and will fully cooperate
with City to protect such City Information from further unauthorized disclosure.
6. Right to Audit. Vendor agrees that City will, 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 books, documents,
papers and records, including, but not limited to, all electronic records, of Vendor involving transactions
relating to this Agreement at no additional cost to City. Vendor agrees that City will have access during
normal working hours to all necessary Vendor facilities and will be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this section. City will give Vendor
reasonable advance notice of intended audits.
7. Independent Contractor. It is expressly understood and agreed that Vendor will operate
as an independent contractor as to all rights and privileges and work performed under this Agreement, and
not as agent, representative or employee of City. Subject to and in accordance with the conditions and
provisions of this Agreement, Vendor will have the exclusive right to control the details of its operations
and activities and be solely responsible for the acts and omissions of its officers, agents, servants,
employees, Vendors, and subcontractors. Vendor acknowledges that the doctrine of respondeat superior
will not apply as between City, its officers, agents, servants and employees, and Vendor, its officers, agents,
employees, servants, contractors, and subcontractors. Vendor further agrees that nothing herein will be
construed as the creation of a partnership or joint enterprise between City and Vendor. It is further
understood that City will in no way be considered a Co -employer or a Joint employer of Vendor or any
officers, agents, servants, employees, contractors, or subcontractors. Neither Vendor, nor any officers,
agents, servants, employees, contractors, or subcontractors of Vendor will be entitled to any employment
benefits from City. Vendor will be responsible and liable for any and all payment and reporting of taxes on
behalf of itself, and any of its officers, agents, servants, employees, or contractors.
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Liabilitv and Indemnification.
8.1 LIABILITY - VENDOR WILL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND PERSONAL INJURY,
INCLUDING, INCLUDING, BUT NOT LIMITED TO, DEATH, TO ANY AND ALL
PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE
EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR
INTENTIONAL MISCONDUCT OF VENDOR, ITS OFFICERS, REPRESENTATIVES,
AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS, OR SUBCONTRACTORS.
8.2 GENERAL INDEMNIFICATION- VENDOR HEREBY COVENANTS AND
AGREES TO INDEMNIFY, HOLD HARMLESS, AND DEFEND CITY, ITS OFFICERS,
AGENTS, REPRESENTATIVES, SERVANTS, AND EMPLOYEES, FROM AND AGAINST
ANY AND ALL CLAIMS OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER
REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING
ALLEGED DAMAGE OR LOSS TO VENDOR'S BUSINESS AND ANY RESULTING LOST
PROFITS) AND PERSONAL INJURY, INCLUDING, BUT NOT LIMITED TO, DEATH, TO
ANY AND ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS
AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS
OR MALFEASANCE OF VENDOR, ITS OFFICERS, AGENTS, REPRSENTATIVES,
SERVANTS, EMPLOYEES, CONTRACTORS, OR SUBCONTRACTORS.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — Vendor agrees to
defend, settle, or pay, at its own cost and expense, any claim or action against City for
infringement of any patent, copyright, trade mark, trade secret, or similar property right
arising from City's use of the software or documentation in accordance with this Agreement,
it being understood that this agreement to defend, settle or pay will not apply if City modifies
or misuses the software and/or documentation. So long as Vendor bears the cost and expense
of payment for claims or actions against City pursuant to this section, Vendor will have the
right to conduct the defense of any such claim or action and all negotiations for its settlement
or compromise and to settle or compromise any such claim; however, City will have the right
to fully participate in any and all such settlement, negotiations, or lawsuit as necessary to
protect City's interest, and City agrees to cooperate with Vendor in doing so. In the event
City, for whatever reason, assumes the responsibility for payment of costs and expenses for
any claim or action brought against City for infringement arising under this Agreement, City
will have the sole right to conduct the defense of any such claim or action and all negotiations
for its settlement or compromise and to settle or compromise any such claim; however,
Vendor will fully participate and cooperate with City in defense of such claim or action.
City agrees to give Vendor timely written notice of any such claim or action, with copies of
all papers City may receive relating thereto. Notwithstanding the foregoing, City's
assumption of payment of costs or expenses will not eliminate Vendor's duty to indemnify
City under this Agreement. If the software and/or documentation or any part thereof is held
to infringe and the use thereof is enjoined or restrained or, if as a result of a settlement or
compromise, such use is materially adversely restricted, Vendor will, at its own expense and
as City's sole remedy, either: (a) procure for City the right to continue to use the software
and/or documentation; or (b) modify the software and/or documentation to make it non -
infringing, provided that such modification does not materially adversely affect
City's authorized use of the software and/or documentation; or (c) replace the software and
documentation with equally suitable, compatible, and functionally equivalent non -infringing
software and documentation at no additional charge to City; or (d) if none of the foregoing
alternatives is reasonably available to Vendor terminate this Agreement, and refund all
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amounts paid to Vendor by City, subsequent to which termination City may seek any and all
remedies available to City under law.
Assignment and Subcontracting.
9.1 Assignment. Vendor will not assign or subcontract any of its duties, obligations
or rights under this Agreement without the prior written consent of City. If City grants consent to
an assignment, the assignee will execute a written agreement with City and Vendor under which
the assignee agrees to be bound by the duties and obligations of Vendor under this Agreement.
Vendor will be liable for all obligations of Vendor under this Agreement prior to the effective date
of the assignment.
9.2 Subcontract. If City grants consent to a subcontract, the subcontractor will execute
a written agreement with Vendor referencing this Agreement under which subcontractor agrees to
be bound by the duties and obligations of Vendor under this Agreement as such duties and
obligations may apply. Vendor must provide City with a fully executed copy of any such
subcontract.
10. Insurance. Vendor must provide City with certificate(s) of insurance documenting
policies of the following types and minimum coverage limits that are to be in effect prior to commencement
of any Services pursuant to this Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability:
$1,000,000 - Each Occurrence
$2,000,000 - Aggregate
(b) Automobile Liability:
$1,000,000 - Each occurrence on a combined single limit basis
Coverage will be on any vehicle used by Vendor, or its employees, agents, or
representatives in the course of providing Services under this Agreement. "Any
vehicle" will be any vehicle owned, hired and non -owned.
(c) Worker's Compensation:
Statutory limits according to the Texas Workers' Compensation Act or any other
state workers' compensation laws where the Services are being performed
Employers' liability
$100,000 - Bodily Injury by accident; each accident/occurrence
$100,000 - Bodily Injury by disease; each employee
$500,000 - Bodily Injury by disease; policy limit
(d) Professional Liability (Errors & Omissions): ❑ Applicable ❑I N/A
$1,000,000 - Each Claim Limit
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$1,000,000 - Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional E&O. Either is acceptable if coverage meets all other requirements.
Coverage must be claims -made, and maintained for the duration of the contractual
agreement and for two (2) years following completion of services provided. An
annual certificate of insurance must be submitted to City to evidence coverage.
10.2 General Requirements
(a) The commercial general liability and automobile liability policies must
name City as an additional insured thereon, as its interests may appear. The term
City includes its employees, officers, officials, agents, and volunteers in respect to
the contracted services.
(b) The workers' compensation policy must include a Waiver of Subrogation
(Right of Recovery) in favor of City.
(c) A minimum of Thirty (30) days' notice of cancellation or reduction in
limits of coverage must be provided to City. Ten (10) days' notice will be
acceptable in the event of non-payment of premium. Notice must be sent to the
City in accordance with the notice provision of this Agreement.
(d) The insurers for all policies must be licensed and/or approved to do
business in the State of Texas. All insurers must have a minimum rating of A- VII
in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial
strength and solvency to the satisfaction of Risk Management. If the rating is
below that required, written approval of Risk Management is required.
(e) Any failure on the part of City to request required insurance
documentation will not constitute a waiver of the insurance requirement.
(f) Certificates of Insurance evidencing that Vendor has obtained all required
insurance will be delivered to the City prior to Vendor proceeding with any work
pursuant to this Agreement.
11. Compliance with Laws, Ordinances. Rules and Regulations. Vendor agrees that in the
performance of its obligations hereunder, it will comply with all applicable federal, state and local laws,
ordinances, rules and regulations and that any work it produces in connection with this Agreement will also
comply with all applicable federal, state and local laws, ordinances, rules and regulations. If City notifies
Vendor of any violation of such laws, ordinances, rules or regulations, Vendor must immediately desist
from and correct the violation.
12. Non -Discrimination Covenant. Vendor, for itself, its personal representatives, assigns,
contractors, subcontractors, and successors in interest, as part of the consideration herein, agrees that in the
performance of Vendor's duties and obligations hereunder, it will not discriminate in the treatment or
employment of any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM
ARISES FROM AN ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT
BY VENDOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, CONTRACTORS,
SUBCONTRACTORS, OR SUCCESSORS IN INTEREST, VENDOR AGREES TO ASSUME
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SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY AND HOLD CITY HARMLESS
FROM SUCH CLAIM.
13. Notices. Notices required pursuant to the provisions of this Agreement will 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: Assistant City Manager
100 Fort Worth Trail
Fort Worth, TX 76102
With copy to Fort Worth City Attorney's Office at
same address
JDM Janitorial Inc.
Joseph Lockhart Jr., President
2163 Golden Heights Rd., Suite 209
Fort Worth, TX 76177
14. Solicitation of Emolovees. Neither City nor Vendor will, during the term of this
Agreement and additionally for a period of one year after its termination, solicit for employment or employ,
whether as employee or independent contractor, any person who is or has been employed by the other
during the term of this Agreement, without the prior written consent of the person's employer.
Notwithstanding the foregoing, this provision will not apply to an employee of either party who responds
to a general solicitation of advertisement of employment by either party.
15. Governmental Powers. It is understood and agreed that by execution of this Agreement,
City does not waive or surrender any of its governmental powers or immunities.
16. No Waiver. The failure of City or Vendor to insist upon the performance of any term or
provision of this Agreement or to exercise any right granted herein does not constitute a waiver of City's or
Vendor's respective right to insist upon appropriate performance or to assert any such right on any future
occasion.
17. Governine Law / Venue. This Agreement will 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 will lie in state courts located in Tarrant County, Texas or the United
States District Court for the Northern District of Texas, Fort Worth Division.
18. Severability. If any provision of this Agreement is held to be invalid, illegal or
unenforceable, the validity, legality and enforceability of the remaining provisions will not in any way be
affected or impaired.
19. Force Maicure. City and Vendor will exercise their best efforts to meet their respective
duties and obligations as set forth in this Agreement, but will not be held liable for any delay or omission
in performance due to force majeure or other causes beyond their reasonable control, including, but not
limited to, compliance with any government law, ordinance, or regulation; acts of God; acts of the public
enemy; fires; strikes; lockouts; natural disasters; wars; riots; epidemics or pandemics; government action
or inaction; orders of government; material or labor restrictions by any governmental authority;
transportation problems; restraints or prohibitions by any court, board, department, commission, or agency
Vendor Services Agreement Page 7 of 43
of the United States or of any States; civil disturbances; other national or regional emergencies; or any other
similar cause not enumerated herein but which is beyond the reasonable control of the Party whose
performance is affected (collectively, "Force Majeure Event"). The performance of any such obligation is
suspended during the period of, and only to the extent of, such prevention or hindrance, provided the
affected Party provides notice of the Force Majeure Event, and an explanation as to how it prevents or
hinders the Party's performance, as soon as reasonably possible after the occurrence of the Force Majeure
Event, with the reasonableness of such notice to be determined by the City in its sole discretion. The notice
required by this section must be addressed and delivered in accordance with Section 13 of this Agreement.
20. Headings not Controlling. Headings and titles used in this Agreement are for reference
purposes only, will not be deemed a part of this Agreement, and are not intended to define or limit the scope
of any provision of this Agreement.
21. Review of Counsel. The parties acknowledge that each party and its counsel have
reviewed and revised this Agreement and that the normal rules of construction to the effect that any
ambiguities are to be resolved against the drafting party will not be employed in the interpretation of this
Agreement or Exhibits A, B, and C.
22. Amendments / Modifications / Extensions. No amendment, modification, or extension
of this Agreement will be binding upon a party hereto unless set forth in a written instrument, which is
executed by an authorized representative of each party.
23. Counteruarts. This Agreement may be executed in one or more counterparts and each
counterpart will, for all purposes, be deemed an original, but all such counterparts will together constitute
one and the same instrument.
24. Warranty of Services. Vendor warrants that its services will be of a high quality and
conform to generally prevailing industry standards. City must give written notice of any breach of this
warranty within thirty (30) days from the date that the services are completed. In such event, at Vendor's
option, Vendor will either (a) use commercially reasonable efforts to re -perform the services in a manner
that conforms with the warranty, or (b) refund the fees paid by City to Vendor for the nonconforming
services.
25. Immigration Nationality Act. Vendor must verify the identity and employment eligibility
of its employees who perform work under this Agreement, including completing the Employment
Eligibility Verification Form (I-9). Upon request by City, Vendor will provide City with copies of all I-9
forms and supporting eligibility documentation for each employee who performs work under this
Agreement. Vendor must adhere to all Federal and State laws as well as establish appropriate procedures
and controls so that no services will be performed by any Vendor employee who is not legally eligible to
perform such services. VENDOR WILL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM
ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH
BY VENDOR, VENDOR'S EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, OR
AGENTS. City, upon written notice to Vendor, will have the right to immediately terminate this Agreement
for violations of this provision by Vendor.
26. Ownership of Work Product. City will be the sole and exclusive owner of all reports,
work papers, procedures, guides, and documentation that are created, published, displayed, or produced in
conjunction with the services provided under this Agreement (collectively, "Work Product"). Further, City
will be the sole and exclusive owner of all copyright, patent, trademark, trade secret and other proprietary
rights in and to the Work Product. Ownership of the Work Product will inure to the benefit of City from
the date of conception, creation or fixation of the Work Product in a tangible medium of expression
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(whichever occurs first). Each copyrightable aspect of the Work Product will be considered a "work -made -
for -hire" within the meaning of the Copyright Act of 1976, as amended. If and to the extent such Work
Product, or any part thereof, is not considered a "work -made -for -hire" within the meaning of the Copyright
Act of 1976, as amended, Vendor hereby expressly assigns to City all exclusive right, title and interest in
and to the Work Product, and all copies thereof, and in and to the copyright, patent, trademark, trade secret,
and all other proprietary rights therein, that City may have or obtain, without further consideration, free
from any claim, lien for balance due, or rights of retention thereto on the part of City.
27. Signature Authoritv. The person signing this Agreement hereby warrants that they have
the legal authority to execute this Agreement on behalf of the respective party, and that such binding
authority has been granted by proper order, resolution, ordinance or other authorization of the entity. This
Agreement and any amendment hereto, may be executed by any authorized representative of Vendor. Each
party is fully entitled to rely on these warranties and representations in entering into this Agreement or any
amendment hereto.
28. Change in Comvanv Name or Ownership. Vendor must notify City's Purchasing
Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining
updated City records. The president of Vendor or authorized official must sign the letter. A letter indicating
changes in a company name or ownership must be accompanied with supporting legal documentation such
as an updated W-9, documents filed with the state indicating such change, copy of the board of director's
resolution approving the action, or an executed merger or acquisition agreement. Failure to provide the
specified documentation so may adversely impact future invoice payments.
29. No Bovcott of Israel. 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 Section 808.001 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.
30. Prohibition on Bovcotting Energv Companies. 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.
31. Prohibition on Discrimination Against Firearm and Ammunition Industries. 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,
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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.
32. Electronic Signatures. This Agreement may be executed by electronic signature, which
will be considered as an original signature for all purposes and have the same force and effect as an original
signature. For these purposes, "electronic signature" means electronically scanned and transmitted versions
(e.g. via pdf file or facsimile transmission) of an original signature, or signatures electronically inserted via
software such as Adobe Sign.
33. Entirety of Agreement. This Agreement contains the entire understanding and agreement
between City and Vendor, their assigns and successors in interest, as to the matters contained herein. Any
prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict
with any provision of this Agreement.
(signature page follows)
Vendor Services Agreement Page 10 of 43
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples.
City:
Vendor:
By:
Valerie Washington (Jul 16, 2025 21:57 CDT)
By:
Josjp Lockhart ( 14, 202514:04 CDT)
Name:
Valerie Washington
Name:
Joseph Lockhart Jr.
Title:
Assistant City Manager
Title:
President
Date:
Date:
FOR CITY OF FORT WORTH INTERNAL PROCESSES:
Approval Recommended:
Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
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of this contract, including ensuring all
By:
performance and reporting requirements.
Name: Marilyn Marvin
Title: Property Management Director
By: Denise Garcia (Jul 15, 202510:46 CDT)
Approved as to Form and Legality:
Name: Denise Garcia
Title: Purchasing Manager
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By:
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City Secretary: °o%oo��V�11 *�
Name: Thomas R. Hansen
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Title: Assistant City Attorney
By:
Contract Authorization:
Name: Jannette Goodall
M&C: 25-0577
Title: City Secretary
Form 1295:2025-1310284
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Vendor Services Agreement Page 11 of 43
EXHIBIT A
SCOPE OF SERVICES
1. SCOPE
1.1. This Agreement is for the City of Fort Worth to receive janitorial services for various
City Departments. Vendor will provide all necessary labor, equipment, and supplies to
provide superior janitorial services, such as but not limited to sweeping, mopping,
vacuuming, dusting, disinfecting, scrubbing, emptying trash/recycling receptacles, and
major floor maintenance as described in this document.
2. DEFINITIONS
2.1. Whenever used the following definitions will apply. All terms not defined will be held
to mean their current and typical meaning as found in Webster's Collegiate Dictionary
as published by Merriam -Webster Inc., Publishers, Springfield, Massachusetts, or by its
use within the scope of this document and the typical usage in the janitorial services
trade.
2.2. Acceptable Quality Level - The level of service, which must be maintained by the
Vendor. If an acceptable quality level of service is not maintained, then damage may be
assessed by City.
2.3. City: Will mean City of Fort Worth.
2.4. Contract Administrator: An authorized City employee(s) designated to oversee contract
compliance.
2.5. Contract: The executed City Secretary Contract.
2.6. Vendor: The entity that has entered a contract with the City to provide the good and/or
services described herein.
2.7. Coordinator: One or more individuals designated by the Contract Administrator to
monitor and inspect the performance of the work during the contract.
2.8. Supplier: Any individual, partnership or corporation supplying the Vendor with
chemicals, tools, equipment, supplies, or services used directly or indirectly by the
Vendor in the performance of the work.
2.9. Job Manager/Supervisor: Will have the authority to act for the Vendor at all times to
carry out the specifications/provisions of this contract. Must be knowledgeable and well
versed in all aspects of the contract and specifications. Will personally inspect the
performance of the cleaning crew in all areas to assure that uniform first class
workmanship is continually maintained.
3. SERVICE DEFINITIONS AND STANDARDS
3.1. Dusting: A properly dusted surface is free of all dirt and dust, dust streaks, lint and
cobwebs.
3.2. Plumbing Fixture and Dispenser Cleaning: Plumbing fixtures and dispensers are cleaned
when free of all deposits and stains so that item is without dust streaks, film, odor, and
stain.
3.3. Sweeping: A properly swept or dust -mopped floor is free of all dirt, grit, lint, and debris,
except embedded dirt and grit.
3.4. Cleaning and finishing (Waxed) Floors: A satisfactorily cleaned and finished (waxed)
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floor is without dirt and dust, marks, film, streaks, debris, and standing water.
3.5. Appearance of Floor Requiring Application of Floor Finish (Wax): All areas requiring
a floor finish will be maintained in a manner and by methods providing for a gloss -like
appearance, and removal of surface dirt and will have a uniform appearance.
3.6. Removal of Floor Finish Material: Removal of floor finish material is accomplished
when surfaces have all finish (wax) removed down to the flooring material; floors left
free of dust, stains, deposits, debris, cleaning solution, and standing water and the floor
has a uniform appearance when dry. Plain water rinse and pickup must follow finish
removal operation immediately.
3.7. Carpeted Floors: A satisfactorily vacuumed carpet or floor will be free of all dirt,
staples, dust, grit and lint. All spots or stains will be promptly removed by spot cleaning
methods. Carpeted areas will be thoroughly vacuumed with a machine that has adequate
suction to lift the dirt and residue from the base of the rug nap (5.0 amps or greater). All
spots will be removed immediately with a City approved rug cleaning solution in such
a manner as not to leave rings or discoloration. The carpet shampooing solution should
be used to not stain or discolor the carpet, nor produce shrinking and must be
environmentally safe and non -toxic.
3.8. Glass: Glass is clean when all accessible glass surfaces are without streaks, film,
deposits, and stains, and has a uniformly bright appearance and adjacent surfaces have
been wiped clean.
3.9. High Dusting: High dusting is meant to include exposed pipes, walls, furniture, and
other items not normally included in regular cleaning procedures, including but not
limited to all areas above six (6) feet.
3.10. Wastebaskets: Wastebaskets will be considered properly cleaned when they are
emptied, wiped or washed as needed and plastic liners replaced.
3.11. Ash Trays and Urns: Ashtrays and urns will be considered clean when emptied and
wiped with a chemically treated or damp cloth.
3.12. Furniture and Composition Desk Top Cleaning: Furniture and desktops will be
considered properly cleaned when the surface is without dirt and dust marks, film, and
when a properly applied finish has been restored to the furniture.
3.13. Cleaning Entryway Plate Glass: Involves cleaning all plate glass, inside and outside
that is within a defined boundary of the entrance door.
3.14. Removal of debris from Entrances and Building Perimeter: Pickup and dispose of all
trash and pigeon debris within 25 feet of the main entrance/exit and the building
perimeter.
4. DEFENITION OF TASK PERFORMANCE STANDARDS
4.1. Sweeping: Sweeping is defined as the removal of loose dirt, dust, debris and other
foreign material through either manual or mechanized methods, as appropriate for the
location and situation.
4.2. Wet Mopping: Wet mopping is defined as the removal of built-up dirt, soil, liquids or
other foreign materials from a floor using a cotton or similar yarn type mop and
sufficient neutral detergent and water solution or neutral disinfecting detergent and
water solution. This will include rinsing if required or recommended by the detergent
manufacturer.
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4.2.1. Standard: When properly completed a wet mopped floor will be free of all dirt,
debris soil, liquids or other foreign material. It will present a uniform appearance
free of streaks smudges, heel -marks or any other marks that can be reasonably
removed through this cleaning method. All splash marks/spots on walls and
furniture/fixtures must be removed or the proper completion of the wet mopping
task. All items moved to accomplish this task will be returned to their original
positions.
4.3. Machine Scrubbing: Machine scrubbing is defined as the use of a mechanized
scrubbing/vacuum machine to accomplish the same result as wet mopping for large
areas such as halls, lobbies, auditoriums or similar large areas which would otherwise
require extensive labor requirements to complete in a reasonable time.
4.3.1. Standard: When properly completed machine scrubbing will be held to the same
quality standard as wet mopping.
4.4. Damp Mopping: Damp mopping is defined as the use of a cotton or similar yarn type
mop which has been mechanically wrung/squeezed to remove excess solution for
purpose of removing light soil, dirt, liquid or other foreign material from a floor which
does not require the complete mopping of the area or the area is not soiled sufficiently
to require wet mopping.
4.4.1. Standard: When properly complete damp mopping will be held to the same
quality standard as wet mopping.
4.5. Spot Cleaning: Spot cleaning is defined as the removal of dirt, soil, debris, liquids,
stains or other foreign materials from floors, walls, furniture, fixtures or other areas
which can be accomplished by cleaning only the immediately affected area where the
requirement of cleaning the whole area would not be necessary. Spot cleaning may be
accomplished by any of the methods contained herein and as dictated by the
circumstances of the soiling.
4.5.1. Standard: When properly completed, spot cleaning will remove completely any
evidence of the soiling which necessitated the cleaning and return the finish of
the item/area affected to its pre -soiled condition without evidence of occurrence
or cleaning.
4.6. Stripping: Stripping is defined as the complete (as is practicable) removal of the
wax/finish applied to non -carpeted floor. Stripping may be accomplished by either
manual or mechanized application of a City approved stripping agent.
4.6.1. Standard: When properly accomplished a stripped floor will be completely free
of all dirt, stains, deposits, wax, finish, water and cleaning solution, and will be
ready for the re- application of sealer and floor finish. All splash evidence on
baseboards and furniture/fixtures will be removed. Removal will be considered
complete when 95% of the finish has been removed.
4.7. Sealing: Sealing is defined as the application of a City approved floor sealer prior to
the application of the final floor finishing according to industry standards and
manufacturer recommendations. Application may be by either manual or mechanized
methods.
4.7.1. Standard: When properly sealed in compliance with the manufacturer's
recommendation the floor will present a uniform appearance with all evidence
of splashing on baseboards and furniture/fixtures completely removed.
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4.8. Waxing/Finishing: Waxing/Finishing is defined as the application of a City approved
non -slip gloss finish to hard -surfaced floors such as vinyl, rubber, cork, linoleum,
terrazzo, wood, or tile. Application may be by either manual or mechanized methods.
This includes buffing the finish.
4.8.1. Standard: When applied according to the manufacturer's recommendations the
finish will present an even high gloss shine. All evidence of splashing will be
removed from baseboards and furniture/fixtures. There will be no evidence of
buildup or discoloration. After stripping, sealing and waxing have been
completed all items moved will be returned to their original positions.
4.9. Spray Buffing: Spray buffing is defined as the application of a wax and water solution
to a floor and buffing with a high-speed buffing machine to refurbish the floor after
wet or damp mopping.
4.9.1. Standard: When properly completed a spray -buffed floor will be held to the same
quality as a newly waxed/finished floor.
4.10. Vacuuming: Vacuuming is defined as the mechanical removal of loose dust, dirt, soil,
debris, and other foreign material from carpeted floors and other items; (examples:
couches, chairs, walls, curtains/drapes); which lend themselves to this method of
cleaning.
4.10.1. Standard: When properly vacuumed there will be no evidence of any dust or
dirt or any other loose foreign material. All items moved during this process
will be returned to their original positions.
4.11. Shampooing: Shampooing is defined as the application of a City approved cleaning
agent to a carpeted floor or cloth material or covering for the purpose of removing
embedded soil, dirt, stains or other foreign materials. Application may be by manual
or mechanized methods.
4.11.1. Standard: When properly shampooed the carpeted floor will be free of any
foreign material such as dirt, soil, and stains. The carpet will be free of any
cleaning residue and will present a clean and uniform appearance. All excess
cleaning agents will be removed from baseboards, walls, and furniture/fixtures.
Any items moved during this process will be returned to their original positions.
4.12. Dusting: Dusting is defined as the removal of laden airborne dirt, soil, lint, or other
foreign material from furniture, fixtures, ledges, shelves, frames, walls and any other
items that may accumulate airborne particles.
4.12.1. Normal or low dusting is all levels up to and including six (6) feet in height. All
high dusting will be all levels above six (6) feet high.
4.12.2. High dusting to include up to eight (8) feet in height. All high dusting to clean
areas that are typically out of reach, such as ceilings, vents, light fixtures, and
the top of cabinets.
4.12.3. Standard: When properly dusted the item will be free of any laden airborne
materials, streaks, and smudges.
4.12.4. Laden airborne matter will be removed by either mechanical, chemical or
manual means except that devices which merely displace or redistribute the
matter, such as feather dusters, will not be used, unless treated to attract and
hold the matter.
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4.12.5. All items moved to accomplish this task will be returned to their original
position.
4.13. Glass/Window Cleaning: Glass/Window cleaning is defined as the removal of dirt,
soil, smudges, fingerprints and other foreign material from glass window, doors,
partitions, or any other items, which may consist in whole or part of a glass, or similar
material including mirrors.
4.13.1. Standard: When properly cleaned glass objects will be free of all dirt, soil,
smudges, streaks, smears or any other substances which will interfere with the
passage or reflectance of light rays as may be applicable to the object. All
excess spray/solution must be removed from any surrounding trim or surfaces.
Any items moved to accomplish this task must be returned as close as possible
to their original positions.
4.14. Trash/Waster Removal: Trash/Waste removal is defined as the collection and disposal
of all materials, which have been placed into appropriate containers dedicated for
disposal. This service also includes the separation of identified recyclable materials
and placement into an identified recycling container.
4.14.1. Standard: When properly removed the waste receptacles will be free of all
waste and disposed materials. When any liner is used in a waste receptacle it
will be replaced if there is any evidence of soiling, tearing or other damage or
contamination. When any receptacle has been used for disposal of liquid or wet
waste the liner will be replaced regardless of its age or appearance. If the liner
leaked or otherwise allowed waste to contact the receptacle the receptacle will
be cleaned and disinfected. Recyclable materials will be kept separated and
placed into their appropriate containers.
4.15. Recycling and Waste Diversion: Recycling and waste diversion is defined as ensuring
that all recyclable materials are properly separated and placed in the designated
recycling containers at each facility.
4.15.1. Standard: When recycling and waste is properly diverted material will be
properly separated. Ensuring that paper, cardboard, plastics, metals, and other
recyclable materials are sorted and disposed of in the appropriate recycling
receptacles in compliance with facility -specific recycling programs as directed
by the City.
4.16. Metal Cleaning/Polishing: Metal cleaning/polishing is defined as the removal of dirt,
soil, fingerprints, smudges, streaks, watermarks, scale and other foreign material from
metal surfaces and fixtures.
4.16.1. Standard: When properly cleaned/polished with a City approved non-abrasive
cleaner/polish the metal surface will present a clean uniform appearance free
from all dirt, soil, marks, smudges, streaks, scale, etc.
4.17. Disinfecting: Disinfecting is defined as the removal or neutralization of material
containing or supporting the growth of bacterial/viral organisms capable of causing
infection in humans if untreated, through the application of a City approved
disinfectant by either manual or mechanical methods.
4.17.1. Standard: When properly disinfected surfaces will be as free as possible of
material containing living bacteria, viruses, or other contaminates capable of
causing infections. Testing may be accomplished by the agency or through an
independent testing facility.
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4.18. Woodwork Cleaning/Polishing: Woodwork cleaning/polishing is defined as the
treatment of wood furniture, fixtures, and walls with a City approved wood cleaner, oil
and/or polish to prevent the aging, cracking, and/or drying of wood items and to
remove soil, stains, fingerprints and smudges.
4.18.1. Standard: When properly cleaned and polished the wood will exhibit a high
uniform sheen free of all dirt, soil, stains, or other foreign material, which would
detract from a clean and appealing appearance.
4.19. Dispenser Service: Dispenser service is defined as the checking, and refilling of all
towels, toilet tissue, soap, or any other dispensers that may be identified by the City.
4.19.1. When properly serviced dispensers will have an adequate (one day) supply of
dispensed products or will be identified as needing a follow-up check to ensure
that the dispenser does not remain empty for an extended period. At no time
will additional supplies be left for patrons/clients/patients/employees to install
in the dispensers.
4.20. General Cleaning: Cleaning in general is defined as the removal of dirk, soil, stains,
liquids, trash, refuse and any other foreign material from an item, fixture, or area and
may include the process of disinfecting, if required by the City.
4.20.1. Standard: When properly cleaned an area, a fixture or item will be free of all
dirt, soil, stains or other foreign material and will present clean, safe, healthful,
and pleasant appearance.
4.21. Tile/Grout Cleaning: Tile/grout cleaning is defined as the deep cleaning of all tile
surfaces, including hand scrubbing all grout lines, machine scrubbing of floors, and
the application of a transparent sealant to the floor. It also includes hand scrubbing and
cleaning of tiled walls in shower and toilet areas.
4.21.1. Standard: When properly cleaned, tile and grout surfaces will be free of dirt,
stains, and foreign materials. Floors will be smooth, shiny, and protected with
a transparent sealant, and tiled walls in shower and toilet areas will be
thoroughly scrubbed and cleaned, maintaining a sanitary and clean appearance.
4.22. Gym Disinfection Service: Gym disinfection service is defined as the deep cleaning of
all gym equipment and surfaces, using an electrostatic sprayer to coat surfaces with
disinfectants. This service also includes the disinfection of mirrored walls and wiping
them streak -free.
4.22.1. Standard: When properly disinfected, gym equipment and surfaces will be free
of visible dirt, germs, and stains, providing a hygienic and safe environment.
Mirrored walls will be disinfected and wiped streak -free, and the electrostatic
sprayer will be used safely, ensuring no damage to electronic equipment.
4.23. Specific elements of housekeeping routine task performance standards. The tasks listed
in this document are general and are not intended to eliminate specific elements of the
housekeeping routine. However, the specific elements of the housekeeping routine will
be judged against the general task description and standard.
5. SERVICES
5.1. There are nine (9) classes of service for this janitorial contract.
5.1.1. Daily Service Requirements — requires that services be provided every day of
the week that the building is in operation.
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5.1.2. Weekly Service Requirements — requires these services to be performed a
minimum of once a week, every week.
5.1.3. Monthly Service Requirements — requires these services to be performed a
minimum of once a month, every month.
5.1.4. Quarterly — requires these services to be performed a minimum of once every
three months.
5.1.5. Semiannually — requires that these services be performed a minimum once
within a six-month period, during the contract period.
5.1.6. Annual Service Requirements — requires these services to be performed a
minimum of once a year during the contract period.
5.1.7. Hard Floor Maintenance — Vendor and Contract Administrator will establish a
floor maintenance schedule for each facility.
5.1.8. Nonspecific requirements — Services provided as required to accomplish the
requirements of this contract.
5.1.9. Non -daily Requirements — A schedule of services for non -daily requirements is
to be submitted to the Contract Administrator and designated Coordinator(s).
The schedule must be specific as to date, time and the non -daily services to be
performed.
5.2. Task Areas and Frequencies
5.2.1. The following are examples of services to be performed daily. These are only
basic guidelines and are not exclusive to the work to be performed. Any work
normally considered janitorial and requested by the Contract Administrator or
designee will be performed.
5.2.2. Janitorial services on corridors, foyers, entrance areas, tunnels, lobbies, stairs
and elevators will be performed daily as follows:
5.2.2.1. Empty all trash and recycling receptacles
5.2.2.2. Wipe clean all trash and recycling receptacles
5.2.2.3. Rearrange furniture as required to clean, but put all pieces back to
original area
5.2.2.4. Clean and disinfect drinking fountains
5.2.2.5. Dust building and furniture surfaces
5.2.2.6. Spot clean furniture, fixtures, walls, partitions, glass surfaces and
doors, etc.
5.2.2.7. Clean stairs and hand railings, panic bars and door push plates.
5.2.2.8. Clean main entrance doors inside and out
5.2.2.9. Sweep or dust mop non -carpeted floors
5.2.2.10. Damp mop non -carpeted floors
5.2.2.11. Remove carpet stains
5.2.2.12. Completely vacuum carpeted floors
5.2.2.13. Vacuum clean elevator door tracks, if applicable
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5.2.2.14. Clean (vacuum/sweep) entrance mats
5.2.2.15. Spray buff entrance level foyers, lobbies and main corridors
5.2.2.16. Sweep or damp mop all others if necessary
5.2.2.17. Clean entrance and lobby doors and interior lobby glass every night
5.2.3. Janitorial services in all restrooms will be performed daily as follows:
5.2.3.1. Empty all trash and recycling receptacles
5.2.3.2. Rearrange furniture as required to clean
5.2.3.3. Spot clean furniture, fixtures, walls, partitions, glass surfaces, counters
and doors, clean and sanitize restroom fixtures including diaper
changing stations
5.2.3.4. Litter — scan visible area for litter and dispose or fix
5.2.3.5. Sweep or dust mop & wet mop non -carpeted floors
5.2.3.6. Clean floors with detergent and germicidal additive
5.2.3.7. Urinals and toilets cleaned and sanitized both inside and outside polish
bright work/stainless/nickel
5.2.3.8. Replace deodorant urinal screens, as necessary
5.2.3.9. Clean mirrors
5.2.3.10. Wash basins washed and wiped dry
5.2.3.11. Clean and sanitize tile walls and wipe dry using germicidal detergent
5.2.3.12. Stall dividers dusted, sanitized and wiped clean
5.2.3.13. Clean light switches
5.2.3.14. Refill towel cabinets, tissue dispensers, soap dispensers, deodorant
dispensers, toilet seat liners, as necessary to preclude outages
throughout the day
5.2.3.15. Doors wiped clean
5.2.3.16. Empty and clean trash and recycling receptacles, replace liners as
required
5.2.3.17. Remove graffiti without repainting
5.2.3.18. Clean cabinets, ducts, grilles and air vents, if required by the Contract
Administrator
5.2.4. Janitorial services in all outside areas will be performed daily as follows:
5.2.4.1. Sweep landing, steps, sidewalks and spot mop as necessary
5.2.4.2. Pick up and remove litter and debris from designated areas and at least
25 feet from building perimeter
5.2.5. Cleaning and Disinfection Protocol - In addition to routine cleaning, surfaces
touched by staff, visitors, and other occupants of the buildings in high traffic
areas will be cleaned and disinfected according to the best practices with an
EPA- registered disinfectant at least three times per day. The EPA's Cleaning
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and Disinfecting: Best Practices During the COVID-19 Pandemic and list of
approved disinfectants can be found at: https://www.epa.gov/coronavirus. A
recommended schedule for Day Staff Specific Cleaning (Common Areas)
would be:
5.2.5.1. Early morning — cleaning of touchpoints to prepare for the day
5.2.5.2. Mid -morning — following morning high traffic period and prior to
lunch
5.2.5.3. Mid -afternoon — following lunch and prior to evening high traffic
period
5.2.6. Surfaces requiring cleaning and disinfection protocol include, but are not
limited to:
5.2.6.1. Elevator wall panels and control panels
5.2.6.2. Light switch plates
5.2.6.3. Escalator handrails
5.2.6.4. Entry door openings pulls and push panels
5.2.6.5. Stair and Mezzanine railings
5.2.6.6. Restrooms — see detailed instructions provided below.
5.2.6.7. Security consoles
5.2.6.8. Conference centers (common use)
5.2.6.9. Fitness centers/lockers room
5.2.7. Cleaning of Restrooms (Day Staff) - Wipe down contact surfaces with an EPA -
registered disinfectant at least three times per day. These surfaces will include:
5.2.7.1. Toilet seats
5.2.7.2.
Stall door handles
5.2.7.3.
Flush valve handles
5.2.7.4.
Sinks and water faucet handles
5.2.7.5.
Counter tops
5.2.7.6.
Towel dispensers
5.2.7.7. Door exit push plates and entry pulls
5.2.8. Night Staff -Specific Cleaning - In addition to routine cleaning products, the
following surfaces will be cleaned with an EPA -registered disinfectant.
5.2.8.1. Elevator wall panels and control panels
5.2.8.2. Entry door opening pulls and push panels
5.2.8.3. Restrooms/locker rooms — see detailed instructions provided below.
5.2.8.4. Security consoles
5.2.8.5. Conference Centers (common use)
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5.2.8.6. Kitchen areas and breakrooms counters, tables, sinks, faucets, floors,
handles and appliances, etc.
5.2.9. Cleaning of Restrooms (Night Staff) - Clean contact surfaces with an EPA -
registered disinfectant during nightly cleaning. These surfaces will include:
5.2.9.1.
Toilets/urinals
5.2.9.2.
Stall door handles
5.2.9.3.
Sinks and water faucets handles
5.2.9.4.
Restroom supply dispensers
5.2.9.5.
Door exit push plates and entry pulls
5.2.9.6.
Floors
5.3. Non -Daily Requirements:
5.3.1. A schedule of services for non -daily requirements is to be submitted to the
Contract Administrator, (Example: floor stripping, waxing, etc.).
5.3.2. The schedule must be specific as to date, time and the non- daily services to be
performed.
5.3.3. A schedule of all specialized cleaning will be submitted to the Contract
Administrator by the 5th day of each month.
5.3.4. The Contract Administrator will note any changes prior to the start of the
project.
5.3.5. Suggestions/recommendations by the Vendor on additional cleaning and
services are encouraged.
5.3.6. The Vendor will send written notice via email to the Contract Administrator
whenever a project is completed. The notice must be sent within twenty-four
(24) hours of completion.
5.4. Recycling and Waste Diversion
5.4.1. The Vendor must ensure that paper, cardboard, plastics, metals, and other
recyclable materials and non -recyclable waste is disposed of in the correct
containers, and that no recyclables are placed in landfill -bound waste bins or
that no landfill -bound waste is placed in recycling containers.
5.4.2. The Vendor must report any issues or recommendations for improving
recycling efficiency to a to the Contract Administrator.
5.5. General Cleaning Rules
5.5.1. Occupied Areas - Areas occupied by City employees working late will be
bypassed if requested by the City employee(s). Otherwise, the area will be
cleaned. If the area is vacated prior to cleaning personnel's departure from the
building, cleaning personnel will return and perform required cleaning tasks.
5.5.2. Areas not cleaned due to occupancy, will be reported to the next shift for
appropriate action. The Job Manager or his designee will also provide this
information to the Contract Administrator the following morning.
5.5.3. The Vendor will be responsible for the complete performance of all the work
under the Contract, and for the tools, equipment, materials, supplies, and
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methods used to perform the work, and property of every description used in
connection therewith.
6. JANITORIAL PERSONNEL
6.1. The Vendor will provide all necessary labor.
6.2. All personnel working on the City contract will be considered the Vendor's employees,
not City employees.
6.3. All personnel will be at least 17 years of age.
6.4. All subordinate personnel (employees below Team Leader level) will have at least six
(6) months of experience providing janitorial services as detailed in this bid.
6.5. No friends or relatives will be allowed to help clean or accompany workers in City
buildings. Only Vendor's employees will be allowed to help clean or accompany
workers in City buildings.
6.6. Workers will not allow anyone, including City employees, into City buildings or tenant
space at any time.
6.7. The Vendor will assign sufficient cleaning personnel to meet the specified performance
level.
6.8. No employee of the Vendor will use City equipment including, but not limited to
(computers, telephones, facsimiles, copiers, printers, calculators, typewriters), except
for phone use in cases of emergency.
6.9. All soliciting is prohibited on City premises by the Vendor's agents or employees.
6.10. The Vendor will inform his employees of this policy prior to beginning work under
this Contract.
6.11. Break areas will be designated by the City.
6.12. Entering secured areas or roof area of any City buildings during break is not permitted.
6.13. Utilized break areas should be thoroughly cleaned and all trash disposed of in the
correct collection bins.
6.14. No outgoing or incoming calls allowed during working hours.
6.15. Emergency calls are to be coordinated through the Vendor's supervisor.
6.16. Tenant phones will not be used except in the event of an emergency requiring 911
assistance.
6.17. Workers will be prohibited from working under the influence of alcohol or drugs, and
any employee found in violation of this policy will be subject to immediate dismissal.
6.18. Smoking is only permitted in each building's designated areas during the employee's
break.
6.19. Vendor's employees will not bring intoxicants or illegal drugs onto City property.
7. JOB MANAGER/SUPERVISOR LEVEL
7.1. The Job Manager and Supervisor position may be combined.
7.2. Management staff that will be assigned to the City's contract must have successfully
directly managed a contract of similar size and complexity within the past three (3)
years.
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7.3. The vendor will provide competent personnel to oversee the crews assigned to this
contract.
7.4. This employee will be on site within two hours of notification to respond to issues
reported by the Contract Administrator or designee.
7.5. Vendor will provide the Contract Administrator the phone number and email address of
the Job Manager/Supervisor.
7.6. The Job Manager/Supervisor will have full authority to act for the Vendor at all times
to carry out the provisions of this Contract.
7.7. The Job Manager will promptly notify the Contract Administrator and/or Coordinator
of needed repairs and/or damages to fixtures, building and appurtenances.
7.7.1. Any item of a critical, priority, or emergency nature will be reported to the
Contract Administrator immediately upon discovery.
7.8. The Job Manager/Supervisor will be knowledgeable of all the specifications of the
contract and will personally inspect the performance of the cleaning crew in all areas to
ensure that uniform first-class workmanship is continually maintained.
8. TEAM LEADER
8.1. This employee will have a minimum of one (1) year experience as a Team Leader.
8.2. Team Leader will be required for locations with four or more staff working at that site.
8.3. The Team Leader will be knowledgeable of all the specifications of the contract and will
personally inspect the performance of the cleaning crew in all areas to ensure that
uniform first class workmanship is continually maintained.
8.4. The Team Leader may be responsible for cleaning a maximum of 8,000 square feet in
addition to supervisory duties per full-time shift.
8.5. Although it is preferred all janitorial staff possess the ability to communicate in
English (both orally and written), all positions equal to Team Leader and above will
communicate/translate in the English language and in the language of their crew, if
different (both orally and written).
9. ORGANIZATIONAL CHART
9.1. The Vendor will keep on file and provide to the Contract Administrator, upon request,
a routine work organizational chart and an organizational chart for separate projects
including the employees who will be assigned to any special projects outside of routine
work.
9.2. Organizational charts will be updated as needed and copies provided to the Contract
Administrator.
9.3. The organizational charts will show assigned work areas of each employee, by name,
by positions and shift hours.
9.4. Turnover - Vendor will notify the Contract Administrator or Coordinator if staffing
levels fall below 40% and immediately report any foreseen compliance issues.
10. RELIEF FOR ABSENTEEISM AND VACATION
10.1. The Vendor will provide trained relief personnel as necessary and/or work overtime at
no cost to the City to ensure that the objectives of this contract are performed as
required.
Vendor Services Agreement Page 23 of 43
10.2. The Vendor will provide trained substitute employees in all instances when one of their
employees has a scheduled or unscheduled absence. Substitute employees must arrive
no later than three hours after the start of the schedule shift for the building being
serviced.
11. BACKGROUND INVESTIGATIONS
11.1. Due to working in facilities subject to federal Criminal Justice Information System
requirements, contract workers must be fingerprinted and must be able to pass a
criminal background check and drug screen. The City will conduct the background
check at the City's expense. Vendor's employees must fill out the background check
form and Criminal Justice Information Services (CJIS) training provided by the City
prior to beginning work at any City facilities.
11.2. Under no circumstances will any Vendor personnel having any convictions or pending
criminal hearings be assigned to the City contract.
12. DRUG SCREENING
12.1. Provisions will be made for drug screening of all janitorial personnel.
12.2. The Vendor will provide certification that all janitorial personnel assigned to City
facilities are drug free prior to their assignment.
12.3. Additional drug screening may be requested by the City to be performed at the
Vendor's expense at the Vendor's designated laboratory.
13. SECURITY AND IDENTIFICATION
13.1. The Vendor will abide by all City security procedures, rules, and regulations, and will
cooperate with City security personnel.
13.2. Under no circumstances will the Vendor assign personnel who are not legally
authorized to work in the United States of America.
13.3. The Vendor will provide I-9 forms for each employee assigned to the City contract,
and documentation supporting the submission of said forms.
13.4. The Vendor will provide all, if any, "No -Match" letters from the Social Security
Administration.
13.5. A complete list of the entire Vendor's personnel, including driver's license and social
security numbers, will be provided to the Contract Administrator at the beginning of
the contract period.
13.6. The same information must be provided prior to the start of the assignment of a new
employee.
13.7. The Vendor's employees will be issued Vendor badges, which must be visibly always
worn, during the performance of the work.
13.8. Badges will be issued by the City.
13.9. Lost or misplaced badges will be charged to the vendor. The Vendor will be
responsible for the charge of $15/badge.
14. VENDOR'S ACCESS
14.1. Access routes, entrance gates or doors, parking and storage areas, and any imposed
time limitations will be designated by the Contract Administrator.
Vendor Services Agreement Page 24 of 43
14.2. The Vendor will conduct operations in strict observation of the access routes and other
areas established as described above.
14.3. Under no circumstances will any of the Vendor's personnel or equipment enter or move
upon any area not authorized by the Contract Administrator for access by the Vendor.
15. UNIFORMS
15.1. Vendor, at its own expense, will furnish each of its employees an identifying garment,
the color and design of which will be professional and inoffensive. Vendor employees
will be properly uniformed and always be neat and clean in their appearance.
15.2. All daytime employee uniforms will be the same design and color.
15.3. Night-time employees will not be required to wear uniforms but will be neat and clean
in appearance.
15.4. No changes may be made to the approved uniforms without written notification to the
Contract Administrator.
15.5. Closed -toe footwear must be worn at all times. Sandals, flip- flops, and open -toe shoes
are strictly prohibited.
15.6. Pants and shirts are to be without holes.
16. TRAINING
16.1. All personnel will be trained by the Vendor to ensure proper techniques are used;
appropriate use of chemicals is learned, and cleaning requirements are met before an
employee is placed on the City contract.
16.2. The Vendor will provide each employee used in the performance of work under this
Contract with adequate training to perform the work competently as defined in the
Specifications.
16.3. Vendor must modify the program if requested by the City. The training program will
remain the sole and exclusive property of the Vendor
16.4. The program will include as a minimum each of the nine training subjects:
16.4. 1. Orientation
16.4.2. Introduction to Assignments
16.4.3. Chemicals
16.4.4. Tools & Equipment General Procedures
16.4.5. Rest room Cleaning
16.4.6. Common Mistakes
16.4.7. Spray buffing
16.4.8. Safety
16.4.9. Recycling and Waste Diversion
16.5. The Vendor will maintain the training record of each employee.
16.6. The training record will show, as a minimum, the employee's name, date of
employment, and the type and date of each training class attended.
Vendor Services Agreement Page 25 of 43
16.7. Such records will be made available to the Contract Administrator upon written
request.
16.8. The Contract Administrator or Coordinator may monitor the conduct of such training
classes at the City's discretion.
16.9. Each employee performing the work under this contract will be adequately trained in
the training subjects listed above within the first two weeks of the start date of the
contract.
16.10. Employees hired during the contract will be adequately trained within the first two
weeks of performing services under this Contract.
16.11. The Vendor will provide all necessary equipment and supplies to conduct the required
training
17. ACCEPTABILITY OF WORK
17.1. The Contract Administrator will determine the acceptability of all the work performed.
17.2. If conditions are not acceptable, the Vendor will be requested to visit the facility and
review and correct all problem areas immediately.
17.3. Failure to maintain an acceptable level of service will result in the assessment of actual
damage and/or termination of contract.
17.4. If the Vendor fails to maintain an acceptable level of service, or if in the judgement of
the Contract Administrator, the Vendor's work methods are not adequate to assure
completion of the work per the allotted schedule, the Contract Administrator may
direct the Vendor at no additional cost to City to revise work schedules to ensure
completion of the work.
18. ON -SITE INSPECTIONS
18.1. Initial inspection
18.1.1. Sixty days after the Vendor begins services on -site inspections may occur at
any time, without notification. On -site inspections will occur before this time
but will be used as a corrective measure.
18.2. Weekly Walk -Through Check
18.2.1. Once per week the Contract Administrator and/or Coordinator will perform a
walk-through check.
18.2.2. A cleaning checklist will be completed.
18.2.3. If unsatisfactory performance is noted, the Contract Administrator and/or
Coordinator will confirm the deficiencies and forward a copy of the checklist
to the Vendor and the Contract Administrator.
18.3. Bi-monthly Inspections
18.3.1. The Job Manager/Supervisor will conduct Bi-Monthly inspections facilities and
provide within twenty-four (24) hours of the inspection; a written report to the
Contract Administrator, in a format agreed upon award and approved by the
Contract Administrator.
18.3.2. The City reserves the right to change the frequency of the inspections, as it
deems necessary.
Vendor Services Agreement Page 26 of 43
18.4. Monthly Vendor, Contract Administrator/Coordinator Formal Inspection
18.4.1. At least once per month, the Vendor will conduct a formal walk-through of each
facility with the Contract Administrator and/or Coordinator.
18.4.2. Monthly Formal Inspections will be scheduled by the Contract Administrator
and/or Coordinator.
19. QUALITY AND JOB PROGRESS
19.1. The Vendor will maintain continuous awareness of the quality and completeness of the
work performed by their employees by personal inspection of the premises and will be
required to inspect the building with the Contract Administrator or Coordinator.
19.2. Acceptable Quality Level: The level of service must be maintained as outlined in this
document, or the Vendor will not be paid, and damages will be assessed and deducted
from any invoice currently due or charged in any other manner allowed under the terms
of this contract or by law, rule, or delegation.
19.3. For this contract the acceptable quality level is established as not more than six (6)
valid complaints per week. When six (6) complaints are received in a week this will
be considered as ninety-four percent (94%) inefficiency.
19.4. All complaints after six (6) will be considered assessable for damages and the Vendor
will be assessed for all complaints received. For example, if the Contract Administrator
verifies eight (8) complaints related to the Vendor's cleaning in a week, the Vendor
would be liable for damages amounting to eight percent (8%) of that week's chargeable
costs.
19.5. The level of service must be maintained as outlined in this document, or the Vendor
will not be paid, and damages will be assessed and deducted from any invoice currently
due or charged in any other manner allowed under the terms of this contract or by law,
rule, or delegation.
20. VENDOR COMMUNICATION
20.1. The Vendor must have a local telephone service.
20.2. The use of a recording/answering device, or an answering service, is not acceptable
except for after normal business hours.
20.2.1. Normal business hours are considered hours between 7:00 AM Central
Standard Time (CST) and 6:00 PM CST Monday through Friday.
20.3. An emergency 24-hour response number must be provided to allow immediate contact
of the authorized Job manager and/or the Vendor.
21. WORK SCHEDULE
21.1. Facilities to be serviced are listed in Exhibit C — Janitorial Locations.
21.2. The City will allow the Vendor flexibility in scheduling workloads to provide their
employees with eight (8) hour shifts. When schedules have been approved and in place,
additional changes will not be permitted without prior approval of the Contract
Administrator.
21.3. No overtime will be paid by the City without prior approval by the Contract
Administrator. The Vendor is responsible for scheduling personnel to not require
overtime.
Vendor Services Agreement Page 27 of 43
21.4. In the event of an emergency the City may require the Vendor to supply workers for
additional hours exceeding a 40-hour work week. The City will pay overtime wage
rates calculated at 1 1/2 times the hourly rate.
21.5. Employees will be required to report for work promptly and remain on the job until
their shift is completed. Employees may be required to report to a designated City
employee upon arrival and departure.
21.6. The Contract Administrator may require additional workers for a job site and will give
the Vendor one (1) business day notice of such a requirement.
21.7. The City does not specifically require the Vendor to work on City observed holidays
but does require the Vendor to fulfill the requirements of the contract. If this requires
the Vendor to work on holidays observed by the City or the Vendor, then Vendor will
fulfill obligations at no additional expense to the City from the established hourly rate.
21.8. The holidays observed by the City are: New Year's Day, Marin Luther King Day,
Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Day
after Thanksgiving, and Christmas Day.
21.8.1. The list of City observed holidays will be updated as required.
22. PAPER AND SOAP PRODUCTS
22.1. The City will furnish paper and soap products (toilet paper, paper towels, seat covers,
feminine hygiene products, hand and body soap, and shampoo).
22.2. The City reserves the right to request that the Vendor furnish paper, soap, and related
items at the price on Exhibit B — Payment Schedule.
22.3. The City will pay Vendor cost plus 10% mark-up percentage on additional janitorial
supplies.
22.4. The Vendor will provide the City with receipts proving its costs of furnished items.
23. CLEANING EQUIPMENT, SUPPLIES, AND PRODUCTS
23.1. The Vendor will furnish all cleaning supplies, trashcan liners, materials, tools, ladders,
and any equipment necessary for the provision of complete janitorial services. These
supplies, materials and equipment must be of a quality acceptable to the Contract
Administrator.
23.2. The necessary cleaning equipment, including commercial type power -driven
machines, vacuum cleaners, and all necessary motors, trucks, etc. needed for the
performance of the work of this contract will be furnished by the Vendor. Such
equipment will be of the size and type customarily used in work of this kind and must
meet the approval of the Contract Administrator.
23.3. Vendor's equipment deemed by the Contract Administrator to be of improper type or
inadequate for the purpose intended will be replaced at Vendor's expense.
23.4. The Vendor will furnish and maintain all equipment necessary for proper maintenance
of each location.
23.5. The City reserves the right to make inspections of equipment at any time during the
life of this contract.
23.6. Any of the Vendor's equipment found to be in unsafe operating condition must be
replaced immediately, at the Vendor's expense.
Vendor Services Agreement Page 28 of 43
23.7. Failure to provide suitable equipment for the performance of this contract could be
grounds for the City to terminate the contract
23.8. Major equipment is needed in all facilities to fulfil the specified work requirements.
The Vendor will not transport heavy major equipment to service other locations.
23.9. It is the Vendor's responsibility to provide any additional equipment needed to service
locations to perform the required services (daily, weekly, etc.).
23.10. Examples of major commercial equipment include, but not limited to:
23.10.1. Hand (portable) Vacuum
23.10.2. Extractor Shampoo Machine
23.10.3. High Speed Floor Machine
23.10.4. Buffer
23.10.5. Wet/Dry Vacuum
23.10.6. Upright Vacuum with Beater Bars
23.10.7. Shelf -type Janitorial Cart
23.10.8. Small Pump -up Sprayer
23.11. Examples of minor equipment and supplies include, but are not limited to:
23.11.1. Johnny Mop
23.11.2. Toy Broom
23.11.3. Push Broom
23.11.4. Dust Mop Broom (floor)
23.11.5. Floor machine pads — Minimum thickness of one inch; pads will equal to
those manufactured by 3M Company
23.11.6. Hand scrub brush
23.11.7. Swivel pad holder and abrasive pad (Doodle Bug)
23.11.8. Window Brush
23.11.9. Window Squeegee
23.11.10. Mop Bucket and ringer — Non-metallic construction "Caution -Wet floor"
printed on two sides; metallic bail; removable swivel, non- marking casters;
down -pressure wringer; bucket capacity approximately 44 quarts and
marked with 1-gallon gradients
23.11.11. Dustpan (lobby style/self-closing lid)
23.11.12. One (1) Gallon Bucket
23.11.13. Putty knife — Metallic blade with plastic or wood handle with 1.5-to-2-inch
blade width
23.11.14. Wall Duster (lamb wool) with extended handle — No feather dusters
23.11.15. Hand Duster (different lengths) no feather duster
Vendor Services Agreement Page 29 of 43
23.11.16. Wet -Floor Caution Signs - Provide at all locations signs can be transported
from site to site
23.11.17. Rubber gloves
23.12. No products will be used that will damage floors, floor covering, toilet fixture,
woodwork, painted surfaces, furniture, etc., or which will create health or safety
hazards.
23.13. All products must be user-friendly and environmentally safe. Where the City
specifies specific products, there will not be deviation without the express written
permission from the City, in which case samples of the proposed products to be used
will be submitted before the products are used.
23.14. The City may approve or disapprove any product prior to or during the term of the
contract period.
23.15. The Vendor will not use any products that the Contract Administrator determines
unsuitable for the purpose or harmful to the surfaces to which applied or to any other
part of the building, its contents or equipment.
24. CHEMICALS
24.1. The Vendor will furnish all chemicals necessary to perform the work in accordance
with the contract specifications.
24.2. The Vendor will use only those brands and types of chemicals approved by the City.
24.3. All chemicals must be U.S. Environmental Protection Agency (EPA) compliant.
24.4. The City reserves the right to reject any brand or type of chemicals and request the
Vendor to substitute another chemical acceptable to the City.
24.5. No other chemicals of any brand or type may be used unless the Vendor has obtained
written permission to change.
24.6. The Vendor must have annual training for all employees on hazardous chemicals and
provide signed documentation by the employee of such training.
24.7. Chemicals may be identified by the Contract Administrator to be tested by a recognized
testing laboratory.
24.7.1. If testing is required, the testing will be completed at no cost to the City. A copy
of the laboratory report giving the results of the test and a sample of each
product, if requested, will be provided to the Contract Administrator.
24.8. The Vendor must identify all chemicals that are reported as hazardous and provide all
applicable Material Safety Data Sheet (MSDS).
24.9. The Vendor will maintain on site a copy of OSHA Form 20, Material Safety Data
Sheet (MSDS), or equivalent forms, for all chemicals used in the performance of the
work and will provide the Contract Administrator with a copy. The MSDS will be
posted in all closets where cleaning chemicals are stored. The MSDS must be
multilingual, to sufficiently accommodate non- English-speaking employees assigned
by Vendor to the building.
24.10. All chemicals used must have manufacturer's quality control batch numbers
included on cases or containers.
Vendor Services Agreement Page 30 of 43
24.11. Prohibited Chemicals: No ammonia, bleach, powdered cleanser or any other like
type of harsh chemical will be used by the Vendor.
24.12. The wax used in the building must be underwriters laboratories (ul) approved.
25. CHEMICAL SUBSTITUTION
25.1. The Vendor will submit a written request to the Contract Administrator prior to
substituting chemicals.
25.2. This written request will identify the product use, brand name, the manufacturer's
complete name, address and telephone number.
25.3. The Vendor will attach a product brochure, OSHA Form 20 and chemical
specifications to the written request. The Vendor will provide the Contract
Administrator with a container of the chemical to be used for on -site evaluation.
25.4. At the sole discretion of the Contract Administrator or designee, the Vendor will be
required to submit the proposed chemical to an independent testing laboratory selected
by the Contract Administrator for evaluation and comparison to chemical brands
referenced in the specifications.
25.5. If the alternate brand performs as well as or better than the chemical brands previously
authorized as determined by an independent Testing Laboratory and/or on -site
evaluation as determined by the Contract Administrator, and causes no interference
with the operational activities of City, or damage to the facilities, and is in the best
interest of City, then the chemical will be approved for use in the performance of the
work.
25.6. Additional costs associated with testing or using an alternate brand or chemical or with
changing from one brand to another brand will be borne by the Vendor, if the test or
change was requested by the Vendor.
26. STORAGE SPACE
26.1. The Vendor will store all supplies, materials, equipment and chemicals required to
perform the janitorial services as described in this document in storage areas and
janitorial closets designated by the Contract Administrator.
26.2. The Vendor agrees to always keep these areas neat and clean and to comply with
applicable safety and fire regulations.
26.3. Space in City facilities furnished to the Vendor as storage, supply, or janitorial closet
space must be cleaned and maintained by the Vendor to the approval of the Contract
Administrator.
27. AUTHORITY OF THE CONTRACT ADMINISTATOR
27.1. The instructions of the Contract Administrator are to be strictly and promptly followed
by the Vendor in every case.
27.2. The Contract Administrator will decide all questions that may arise as to the quality
and acceptability of chemicals, supplies, tools, and equipment furnished and work
performed, and the manner of performance and rate of progress of the work.
27.3. The Contract Administrator will determine the amount and quality of the work
performed and materials furnished which are to be paid for under the Contract.
27.4. The Contract Administrator may make changes in the assignments, tasks, task
frequencies or methods, if such changes do not require additional equipment,
Vendor Services Agreement Page 31 of 43
chemicals, supplies, or man-hours. Such changes will not be considered modifications
of the Contract and will not affect the amount of payment to the Vendor.
27.5. The Contract Administrator reserves the right to request the Vendor remove any
employee from working in City buildings for reasonable causes, including but not
limited to poor performance of work, theft, abusive language or behavior, improper
attire, in accordance with the terms and conditions of this Contract.
28. CHANGES SERVICE HOURS AND LOCATIONS
28.1. The City reserves the right to reduce or increase hours at any facility and to add
facilities or discontinue services at any facility should the need arise.
28.2. Vendor will offer comparable pricing with City buildings of similar size and janitorial
needs for any additional buildings included after award.
28.3. Should any changes be made, the Vendor will perform the work as changed and will
be paid for the actual quantity or quantities of such work whether increased or
decreased, at unit prices based upon Exhibit B.
28.4. Additional services of the same general category that could have been encompassed in
the contract, and that are not already in the contract, may be added based on the pricing
on Exhibit B so long as such inclusion does not violate state or local law.
29. MINIMUM WAGE RATE REQUIREMENTS
29.1. The Vendor will pay to each of its employees' wage not less than the Federal minimum
wage rate as found on: h"s://www.twc.texas.aov/l)roizrams/wane-and-hour/texas-
minimum-wane-law.
29.2. Upon request by the City, the Vendor will submit Wage Rate Affidavits with its billing
documents affirming that all employees have been paid not less than the Federal
minimum wage rate and any amendments thereto.
29.3. The City may withhold payments due to the Vendor until the Vendor has complied
with this provision.
29.4. Vendor will comply with all applicable federal, state, and local laws, ordinances, rules,
and regulations pertaining to the performance of the work specified herein, including
but not limited to minimum wages and equal employment opportunity.
30. BILLING AND RECORD KEEPING
30.1. The vendor will be responsible for maintaining accurate timekeeping records and will
agree to adjust invoices accordingly in cases of absenteeism or substandard work
performance, ensuring accurate billing for services rendered.
30.2. The Vendor will use U-source remote electronic timekeeping system.
30.3. The remote electronic timekeeping should ensure accuracy and efficiency in tracking
worked hours.
30.4. The timekeeping system records will provide reports with the name of each employee,
dates, hours worked, and location of work assignment.
30.5. These reports will be provided to the City with each invoice cycle.
30.6. The Vendor will be responsible for ensuring time submitted in the timekeeping reports
is an accurate reflection of time worked.
Vendor Services Agreement Page 32 of 43
30.7. Timekeeping records must record each employee's start and end times daily, with
mandatory time punches for lunch breaks.
30.8. Any discrepancies in timekeeping records must be addressed and corrected promptly
with the employee's supervisor.
30.9. The Vendor will provide a prompt payment discount of 2% if payment is made within
10 days.
31. INVOICING REQUIREMENTS
31.1. The Vendor must send invoices electronically to the City's centralized Accounts
Payable department invoice email address: supplierinvoices@fortworthtexas.gov.
This email address is not monitored so the Vendor must not send correspondence to
this email address. The sole purpose of the supplier invoices email address is to receive
and process supplier invoices.
31.2. The Vendor must include the following on the subject line of Vendor's e-mail: vendor
name, invoice number, and PO number, separated by an underscore (ex. Example,
Inc._123456 FW013-0000001234)
31.3. To ensure the system can successfully process invoices in an expedient manner, the
Vendor must adhere to the following requirements:
31.3.1. All invoices must be either a PDF or TIFF format.
31.3.2. Image quality must be at least 300 DPI (dots per inch).
31.3.3. Invoices must be sent as an attachment (i.e. no invoice in the body of the email).
31.3.4. One invoice per attachment (includes PDFs). Multiple attachments per email is
acceptable but each invoice must be a separate attachment.
31.3.5. The Vendor must not send handwritten invoices or invoices that contain
handwritten notes.
31.3.6. Dot matrix invoice format is not acceptable
31.4. The invoice must contain the following information:
31.4.1. Supplier Name and Address
31.4.2. Remit to Supplier Name and Address, if different
31.4.3. Applicable City Department business unit (i.e. FW013)
31.4.4. Complete City of Fort Worth PO number (i.e. the PO number must contain all
preceding zeros)
31.4.5. Invoice number; and
31.4.6. Invoice date
31.5. Invoices must be submitted after delivery of the goods or services.
31.6. To prevent invoice processing delays, do not send invoices by both mail and email and
do not send the same invoice more than once by email to
supplierinvoices@fortworthtexas.gov. To check on the status of an invoice, contact
the City Department ordering the goods/services or the Central Accounts Payable
Department by email at: ZZ_FIN_AccountsPayable@fortworthtexas.gov.
Vendor Services Agreement Page 33 of 43
31.7. If the Vendor is unable to send invoices as outlined above at this time, the Vendor must
send invoices to the City's centralized Accounts Payable department instead of directly
to the individual city department. This will allow the city staff to digitize the invoice
for faster processing.
31.8. If electronic invoicing is not possible, Vendor must send Vendor's paper invoice to:
City of Fort Worth
Attn: FMS Central Accounts Payable
100Fort Worth Trail
Fort Worth, Texas, 76102
31.9. The Vendor must not include Federal, State of City sales tax on its invoices. The City
must furnish a tax exemption certificate upon Vendor's request.
32. UNIT PRICE ADJUSTMENTS
32.1. The prices on Exhibit B-Payment Schedule will remain in effect for the term of the
Contract.
32.2. In the event of a change in federal, state, or municipal legislation, regulation, or
administrative ruling affecting change in work hours, pay rates, working conditions,
or the cost of performing this Contract, and Vendor wishes to pursue a rate change,
Vendor will notify the Contract Administrator in writing of suggested rate adjustment.
32.3. Requests for price adjustments must be submitted at least ninety (90) days prior to the
expiration of the current term to be considered for the next renewal period.
32.4. Supporting documentation will be submitted at the time of the request. If the City
deems the cost increase not acceptable when compared to the industry, the City
reserves the right to re -bid the agreement in whole or part.
Vendor Services Agreement Page 34 of 43
EXHIBIT B
PAYMENT SCHEDULE
RFP 25-0089 - Janitorial Services
Success: All Janitorial
values #1-1 Services, Hour 196473 $ 15.52 $ 3,049,260.96
provided General
Cleaning
Success: All
values #1-2 Square 48831 $ 0.15 $ 7,324.65
provided Carpet Cleaning Feet
Success: All Cleaning Square
values #1-3 Services Tile, Feet 446 $ 0.32 $ 142.72
provided Grout scrub &
seal
Success: All Cleaning Square
values #14 Services Gym Feet 930 $ 0.04 $ 37.20
provided Floor
Success: All Cleaning Square
values #1-5 Services Gym Feet 930 $ 0.15 $ 139.50
provided
Sanitizing
Success: All Hard Floor Square
values #1-6 Stripping and Feet 30937 $ 0.48 $ 14,849.76
provided
Waxing
Basket $ 3,071,754.79
Vendor Services Agreement Page 35 of 43
Item
UOM
Price
Towel Roll - White, Renown, 800 ft., 6/CS
Case
$31.54
Hand Towel - Premium, Multi -Fold, 3000/CS
Case
$59.54
Paper Towel - Multi -Fold, White, 4000/CS
Case
$32.83
Paper Towel - Multi -Fold, 925B, 400/CS
Case
$8.00
Paper Towel - Multi -Fold, NP-5301, Ultra, White, 400/CS
Case
$8.00
Paper Towel - Multi -Fold, GJ021100, White, 400/CS
Case
$8.00
Paper Towel - Multi -Fold, Eloquence, White, 4000/CS
Case
$59.54
Paper Towel - Multi -Fold, Maxxpro, TAD, White, 4000/CS
Case
$59.54
Paer Towel - Green Seal Certified, Renown, 4x4, 500/Roll
Case
$40.87
Toilet Tissue - Feather Soft, VD5022, 96/CS
Case
$54.13
Toilet Tissue - Ultra, NP58596U, 500 Sheet, 96/CS
Case
$54.13
Toilet Tissue - Executive, NP446-EXEC, 500, 4.25"x3.75",
Case
$101.56
80/Roll
Jumbo Roll Tissue - Premium, Go, Eloquence, 2-Ply, 750',
Case
$44.63
12/CS
Towel - Roll, Scott, Kimberly-Clark 1080, 12/CS
Case
$58.91
Towel - Roll, SCA, RB800, Advanced, 6/CS
Case
$58.91
Towel - Roll, Georgia Pacific, 89420, Enmotion Auto, 6/CS
Case
$87.85
Towel - Roll, GP, 89420, Enmotion, 700', White, 6/CS
Case
$87.85
Towel - Roll, Go, Eloquence, Premium, 800', White, 6/CS
Case
$58.91
Soap - Antimicrobial, Dial, Liquid Gold, 1 Gal
Case
$96.65
Shampoo - Hair & Body, Dial, 1 Gal, 4/CS
Case
$92.96
Soap - Antimicrobial, Dial, Complete, Foam, 15.2 Oz, 4/CS
Case
$47.36
Soap - Boardwalk, Pink, 1 Gal
Case
$9.80
Soap - Anti -Bacterial, Boardwalk, Skin, 1 Gal
Case
$15.50
Soap - Pink, Theochem, 1 Gal, 4/CS
Case
$9.80
Soap - Moisturizing, Enmotion, Gen2, Tranquil Aloe, 2/CS
Case
$51.85
Dish Soap - Joy, P&G, 1 Gal, 4/CS
Case
$26.55
Dish Soap - Dawn, Pot, Pan, Dish, 4/1 Gal
Case
$91.63
Urinal Screen - Wave 3D, FRS, Citrus, 10/CS
Case
$34.22
Urinal Screen - Wave 3D, FRS, Fabulous, 10/CS
Case
$34.22
Urinal Mat - Grey, Green Apple Scent 6/CS
Case
$62.19
Liner - Waxed, KL, 260 (#77), 500/CTN
Case
$30.65
Toilet Tissue - Roses, R42196, 96/500, 4.3"x3.1"
Case
$54.13
Toilet Seat Cover - Half -Fold, Empress, 5000/CS
Case
$55.00
Soap - Pink, Crescent, 1 Gal, 4/CS
Case
$38.83
Towel - Multi -Fold, M/F, 4000MF, Eloquence, White,
Case
4000/CS
$59.54
Air Freshner -Febreeze
Each
$29.41
Air Freshner -Air Wick Scented Oil holder (2 pk)
Each
$14.00
Air Freshner - Airwick Freshmatic Freshwaters 6.17oz
Each
$45.66
Cloth - Micro -Fiber 16X16 Blue Cloth 12/CS
Each
$9.77
Vendor Services Agreement Page 36 of 43
Mop - 60" Plastic Jawns W/Vinyl Covered Aluminum Mop Each
Handle
$11.15
Broom - Angler,Flagged,Wood Handle, Plstc Bristl 12/CS
Each
$134.20
Mop - Mop Head -Floor Finish 24oz Blue -Rayon Looped End
Each
$17.00
Sponge - Scotch Sponge
Each
$8.78
Gloves - Vinyl Glove Powder Free Clear Large 100BX
Each
$28.42
Gloves - Large Powder Free Latex Glove 100/BX
Each
$50.15
Gloves - Medium Powder Free Latex Glove 100/BX
Each
$50.15
Trashbags - 8-10 gallon
Each
$42.49
Trashbags - 60 gallon
Each
$57.65
Trashbags - 33 gallon
Each
$23.90
Trashbags - 38X60 Clear HI-D Can Liner 17 MIC 60 GAL
Each
25BGS/RL-200BGS
$115.30
Trashbags - 24X33 Or HI-D Can Liner 8MIC 12-16GAL
Each
50BGS
$42.49
Cleaner - Purple Power Cleaner/Degreaser (Gal.)
Each
$13.31
Clorox Disinfecting Spray
Each
$12.00
Wipes - Clorox Disinfecting Wipes (75 ct)
Each
$8.15
Cleaner - Pine -Sol
Each
$10.00
Lysol Disinfecting Wipes (4 pk - 80 ct.)
Each
$51.53
Lysol HD Bathroom Clenr Concentrate 4/1 Gal
Each
$98.00
Lysol Disinfectant Deodorizing Cleaner 4/1GAL
Each
$98.00
Lysol Disinfectant All Purpose Spray 12/32oz
Each
$80.62
Vendor Services Agreement Page 37 of 43
EXHIBIT C
JANITORIAL LOCATIONS
Building Address Square
Building Name Footage
Police Mounted Patrol 1901 N Las Vegas Trail 5,760
Police Central Division TEA
1289 Hemphill St., Suite 151 & 251
17,600
Police Eastside
5650 E. Lancaster (NPD # 4)
9,626
Police Bank America
3525 Joyce
14,797
Police Neighborhood Office
1509 E. Lancaster Ave.
2,080
Alliance Storefront (North Division
Storefront)
2100 W. Alliance - 2421 Westport
Pkwy., Suite 800
829
West Division Storefront
2900 West Berry
5,610
2430 Gravel Drive
2430 Gravel Drive
3,000
East Division Storefront
1258 Woodhaven Blvd.
1,625
North Division (Storefront)
8510 Spring Street
630
West Division Storefront-COMO
5335 Bonell Ave.
756
Northwest Division Patrol
4651 N. Main
13,950
Jail Basement
350 Belknap - Basement
9,759
Jail Operations Administration
351 Belknap - Jail Operations
4,196
Police Crime Lab
3616 E. Lancaster - Property Room &
Forensics Lab
41,008
Police Aviation Facility
310 Gulfstream Rd.
19,310
Police 1100 Nashville
1100 Nashville - Traffic Division & East
Division Patrol
30,389
Police Westside
3525 Marquita
11,281
Central Division Administration/CIU
501 Jones
26,304
Police Northside
2500 N. Houston St.
7,379
Police Auto Pound
2500 Brennan Ave.
4,286
KXAS Police
3900 Barnett St.
75,864
Police Bait Car
212 E. Felix St.
5,084
Fort Worth Police Community Engagement
Unit
5300 Sun Valley Dr
1,324
Fire and Police 911 Communications
3000 Bolt St.
16,758
Fire Investigation
715 Texas St.
9,198
Southwest Municipal Courts Building
3741 S. W. Loop 820
36,518
PMD James Avenue Service Center
5001 James Ave
83,874
PSTC - F&P Administration Building
505 Felix St. (Bob Bolen Fire & Police
Admin
61,001
PSTC - Fire Training Bldg. 1
509 Felix St. (Fire Training)
255,441
PSTC - Police Training Bldg. 2
511 Felix St. (Police Training)
259,300
Public Safety Building
1000 Throckmorton
72,793
Vendor Services Agreement Page 38 of 43
Building Address Square
Building Name Footage
City Hall 200 Texas Street 260,467
Annex Building
908 Monroe
59,035
Zipper Building
275 W. 13th St.
69,329
Gordon Swift Building
900 Monroe St.
47,821
Fire and Police Training Center
CALVERT
1000 Calvert St.
61,158
Police North Sixth Patrol Division
8755 N. Riverside Rd
23,210
Hazel Harvey Peace Center
818 Missouri St.
35,068
Animal Control
4900 Martin St.
28,337
Tech Fort Worth
1120 South Freeway
14,106
Guinn Business Assistance Center
1150 South Freeway
26,350
Idea Works FW
600 Rosedale St.
9,400
PMD Fleet Services James Avenue Service
Center
5021 James Ave.
110,453
PMD Fleet Services Water Garage
2222 W. Daggett St.
31,131
PMD Fleet Services Southside Offices
4100 Columbus Trail
15,041
PMD Fleet Services North Service Center
317 Hillshire Dr.
28,825
Services North Service Center -
Administration
309 Hillshire Dr.
30,660
North Animal Shelter
351 Hillshire Dr.
3,970
North Animal Shelter
355 Hillshire Dr.
15,321
PARD Service Center James Avenue Central
District Office
5199 James Ave. 76115
15,833
PARD Graffiti Abatement Bldg.
5189 James Ave. 76115
20,203
Lake Patrol
7501 Surfside Dr.
1,449
Police South Patrol Division
3501 W. Risinger Rd.
31,220
Police Central Division (Gang Unit)
1289 Hemphill
17,600
PD Lease Location
2929 W 5th St
9,311
East Division
5355 Bonnell Ave.
756
Alta Mere Main Building
2900 Alta Mere Dr.
85,239
Medical City
8928 Medical City Way
18,755
Grove
2944 S. Grove St.
4,000
Columbus Trail (Solid Waste)
4100 Columbus Trail
1,681
Code SE Service Center Office & Storage
Building
5000 MLK Freeway
7,035
Code SE Service Center Waste Management
Equipment Shop
5000 MLK Freeway
17,842
Environmental Collection Center
6400 Bridge Street
10,847
ENVD Drop Off Station Hemphill Pole Barn
6260 Old Hemphill Road
890
MLK Drop Off Station
5150 MLK Drive
300
Vendor Services Agreement Page 39 of 43
Building Address Square
Building Name Footage
Brennan Drop Off Station 2400 Brennan Ave 1,635
Meacham Airport
201 American Concourse
8,500
S inks Airport
450 Alsbury Court
3,500
Fort Worth Aviation Museum
3300 Ross Ave
4,500
Operations center
8628 Camp Bowie W Blvd
26,000
Meadowbrook Branch
2800 Stark St.
5,664
Fort Worth History Center
501 East Bolt St.
7,741
La Gran Biblioteca
4200 SW Freeway Ste. 1338
2,800
Northwest Branch
6228 Crystal Lake Dr.
13,000
Riverside Branch
2913 Yucca Ave.
8,197
Northside Branch
601 Park St.
7,575
Diamond Hill/Jarvis Branch
1300 NE 35th Street
8,000
Reby Cary Library
3851 E. Lancaster Ave.
8,122
Southwest Regional Branch
4001 Library Lane
25,000
Wedgewood Branch
3816 Kimberly Lane
5,664
Ridglea Branch
3628 Bernie Anderson Dr.
10,754
Clifford
9336 Clifford St. STE. 120
4,051
East Regional Branch
6301 Bridge St.
24,000
East Berry Branch
4300 East Berry
9,250
EM Shamblee Branch
1062 Evans Ave.
12,670
Summerglen Branch
4205 Basswood Blvd.
11,000
Golden Triangle Branch
4264 Golden Triangle
24,000
Vivian J Lincoln
8829 McCart Ave
18,000
Downtown Library
512 W 4th St
31,537
Telecom Building
1515 11th Ave
5,200
Telecom Building Annex
1517 1 lth Ave
750
Eagle Mountain
6869 Bowman Roberts Rd
3,700
Material Testing Lab
920 Woodward Street
2,076
TPW Suhside Service Center
4100 Columbus Trail
16,769
Municipal Parking Garage
900 Taylor St & 311 W 1 Oth St
146,762
Municipal Parking Garage- Garage Stairwell
#1
311 W 10th St
801
Municipal Parking Garage- Garage Stairwell
#2
311 W 10th St
478
Chisholm Trail Community Center
4936 McPherson Blvd.
19,980
Diamond Hill Community Center
1701 NE 36th St.
24,351
Greenbriar Community Center
5200 Hemphill St.
14,336
Handley Meadowbrook Community Center
6201 Beaty St.
6300 Welch Ave.
17,040
16,941
Southwest Community Center
Vendor Services Agreement Page 40 of 43
Building Address
Square
Building Name
Footage
Thomas Place Community Center
4237 Lafayette Ave.
4,895
Pecan Valley Golf Course
6400 Pecan Valley Dr.
4,547
Meadowbrook Golf Course
1815 Jenson Rd.
8,011
Rockwood Golf Course
1851 Jacksboro Hwy
9,000
Charles H. Haws Athletic Center
600 Congress St
16,735
Betsy Price Community Center
8375 Blue Mound Road
20,818
Monitoring Center
941 Fournier
1,170
Security Office
3416 Watonga
813
Lake Worth Office
7601 Cahoba Drive
932
North Holly Plant -Meter Services
1120 Fournier Street
2,141
North Holly Plant -Meter Services
1130 Fournier Street
5,696
South Holly Filter/ Admin Bldg.
1500 1 lth Avenue
4,010
South Holly High Service Pump Station
1501 11th Avenue
2,150
SCADA Building
1511 1 lth Avenue
7,440
South Holly Chemical Building
1512 11th Avenue
1,870
North Holly Filter/Admin Bldg.
920 Fournier
493
North Holly High Service Pump Station
921 Fournier
552
Eagle Mountain Water Treatment Facility
6801 Bowman Roberts Road
17,000
Westside Water Treatment Plant
12200 Old Weatherford Road
7,906
Village Creek Administration Building
4500 Wilma Lane
28,517
Rolling Hills Water Treatment Plant
2500 SE Loop 820
16,910
Centralized Water and Wastewater
2600 SE Loop 820
1,700
Laboratory
City of Fort Worth Fire Station #01
120 North Pecan Street
6,750
City of Fort Worth Fire Station #02
1000 Cherry Street
33,581
City of Fort Worth Fire Station #03
4700 Ramey Avenue
6,226
City of Fort Worth Fire Station #04
2954 Old Mansfield Road
4,472
City of Fort Worth Fire Station #05
805 Irma Street
10,738
City of Fort Worth Fire Station #06
205 University
5,130
City of Fort Worth Fire Station #07
925 Morrison Drive
5,516
City of Fort Worth Fire Station #08
1101 12th Avenue
14,244
City of Fort Worth Fire Station #09
2575 Polaris Drive
6,660
City of Fort Worth Fire Station #10
3209 Hemphill Street
6,643
City of Fort Worth Fire Station #11
1900 Texan Drive -
10,008
City of Fort Worth Fire Station #12
120 NW 22nd Street
5,774
City of Fort Worth Fire Station #13
5333 Lea Crest Lane
5,448
City of Fort Worth Fire Station #14
2737 Meadowbrook Drive
6,998
City of Fort Worth Fire Station #15
3100 Azle Avenue
J
Room
Vendor Services Agreement Page 41 of 43
Building Name
City of Fort Worth Fire Station #16
Building Address
5933 Geddes Avenue
Square
Footage
5,510
City of Fort Worth Fire Station #17
5151 Hemphill Street
10,951
City of Fort Worth Fire Station #18
1908 Carleton Avenue
3,978
City of Fort Worth Fire Station #19
2605 Carnation Avenue
5,370
City of Fort Worth Fire Station #20
901 Woodhaven Boulevard
6,350
City of Fort Worth Fire Station #21
3501 South Hills Avenue
4,656
City of Fort Worth Fire Station #22
4849 Wilbarger Street
5,256
City of Fort Worth Fire Station #23
3201 Portlaes Drive
5,412
City of Fort Worth Fire Station #24
3101 Forest Avenue
14,371
City of Fort Worth Fire Station #25
3801 North Main Street
8,000
City of Fort Worth Fire Station #26
6124 South Hulen Street
5,500
City of Fort Worth Fire Station #27
2940 Precinct Line
10,695
City of Fort Worth Fire Station #28
1300 Everman Parkway
4,468
City of Fort Worth Fire Station #29
6400 Westcreek Drive
5,590
City of Fort Worth Fire Station #30
4416 Southwest Boulevard
6,278
City of Fort Worth Fire Station #31
4209 Longstraw Drive
7,315
City of Fort Worth Fire Station #32
10201 White Settlement Road
7,200
Fire Station #32 Water Rescue 10201 White Settlement Road 1,887
City of Fort Worth Fire Station #33
14650 Statler Boulevard
10,119
City of Fort Worth Fire Station #34
14101 Sendera Ranch Boulevard
10,071
City of Fort Worth Fire Station #35
2201 Flight Line Road
13,773
City of Fort Worth Fire Station #36
5045 Columbus Trail
6,176
City of Fort Worth Fire Station #37
4701 Ray White Road
5,198
City of Fort Worth Fire Station #38
13280 Park Vista Boulevard
10,281
City of Fort Worth Fire Station #39
7655 Oakmont Boulevard
6,926
Fire Station #40
8510 Spring St
4,774
City of Fort Worth Fire Station #41
11400 Willow Springs Road
10,695
City of Fort Worth Fire Station #42
450 East Rendon Crowley Road
10,754
City of Fort Worth Fire Station #43
2200 Walsh Ranch Parkway
10,953
City of Fort Worth Fire Station #44
4017 Falcon Way West
12,116
City of Fort Worth Fire Station #45
1901 Quail Grove Drive
10,831
City of Fort Worth Fire Station #80
Dickies
3309 Burnett -Tandy Drive
1,476
Fort Worth Police & Fire Department
Administration
505 West Felix Street
61,001
Bob Bolen Public Safety Complex - Burn
Tower
5101 Hemphill Street
18,662
Arson and Bomb Investigation
715 Texas Street
9,198
The Zipper Building
275 West 13th Street
69,329
Vendor Services Agreement Page 42 of 43
Building Address Square
Building Name Footage
Fire Department Supply 2900 West Bolt Street 14,755
Vehicle Services - Fire Equipment Shop
2930 West Bolt Street
1,470
Police Communications (Dispatch)
3000 West Bolt Street
15,558
SCBA Fire Station
400 Grand Avenue
6,910
Hillshire Drop-off Station (North Service
Center
301 Hillshire Drive
3,940
Fort Worth City Water Department
1608 1 lth Ave
15,370
Vendor Services Agreement Page 43 of 43
A CITY COUNCIL AGEND FORT11
Create New From This M&C
REFERENCE **M&C 25- 13P RFP 25-0089
DATE: 6/24/2025 NO.: 0577 LOG NAME: JANITORIAL SERVICES JC
CW
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Execution of Non -Exclusive Agreements with ABM Industry Groups, LLC,
JDM Janitorial, Inc., and Eagle Maintenance Co., Inc. for Janitorial Services in a Combined
Annual Amount Up to $3,071,435.00 for the Initial Term and Authorize Four One -Year
Renewals for the Same Annual Amount for All City Departments
RECOMMENDATION:
It is recommended that the City Council authorize execution of non-exclusive agreements with ABM
Industry Groups, LLC, JDM Janitorial, Inc., and Eagle Maintenance Co., Inc. for janitorial services in a
combined annual amount up to $3,071,435.00 for the initial term and authorize four, one-year renewals
for the same annual amount for all City Departments.
DISCUSSION:
The purpose of this Mayor and Council Communication (M&C) is to authorize the execution of an
agreement to be used by all City of Fort Worth (City) departments to secure janitorial services, including
but not limited to general cleaning, carpet cleaning, gym cleaning and sanitation, and hard floor
stripping and waxing of City -owned properties.
City Departments approached the Purchasing Division to solicit a bid for janitorial services. Purchasing
issued Request for Proposal (RFP) No. 25-0089 for janitorial services, which consisted of detailed
specifications of the City's standards and requirements.
The RFP was advertised in the Fort Worth Star -Telegram on March 5, 2025, March 12, 2025, March 19,
2025, March 26, 2025, and April 2, 2025. The City received a total of twenty-two (22) responses: ABM
Industry Groups, LLC, Ambassador Services, LLC, American Facility Services, Inc., APPRO, Inc., CTJ
Maintenance, Inc., D&A Building Services, Inc., Eagle Maintenance Co. Inc., Facilities360, JDM
Janitorial, Inc., LGC Global Energy FM, LLC, LN Pro Services, LLC, Members Building Maintenance,
LLC, On the Go Janitorial Service, Oriental Building Services, Quality 1st Services, LLC, Service First
Janitorial, Star Building Services, TCI GROUP, The Cleaning Source, UBM Enterprise, Inc., Whitlock
Building Services, and WReyes Enterprise, LLC.
WReyes Enterprises, LLC was deemed non -responsive by the Purchasing Division due to submitting
"no bid" on all line items of the bid table. Oriental Building Services, Inc., SBS Maintenance & Cleaning,
LLC, dba Star Building Services, Members Building Maintenance, LLC, were deemed non -responsive
by the Business Equity Division for failure to meet the assigned Business Equity Goal. LN Pro Services
and The Cleaning Source were deemed non -responsive as they did not score at least 50\% or more of
the total points available for the technical criteria necessary for price evaluation.
An evaluation panel, consisting of representatives from Property Management, Water, Library, and IT
Solutions departments, evaluated and scored the sixteen remaining submittals using Best Value
criteria. The individual scores were averaged for each of the criteria, and the final scores are listed in
the table below.
Proposer Evaluation Factors Total Rank
a b c d
ABM Industry Groups, LLC 20.63 17.00 16.50 35.00 89.13 1
JDM Janitorial, Inc. 18.75 15.50 14.50 30.47 79.22 2
Eagle Maintenance Co., Inc. 21.88 17.50 18.00 21.15 78.53 3
D&A Building Services, Inc. 21.25 17.00 16.50 20.03 ` 74.78 4
CTJ Maintenance, Inc. 20.00 15.50 14.50 23.95 73.95 I 5
LGC Global Energy FM, LLC 20.63 16.00 15.50 18.28 70.40 6
Ambassador Services, LLC 18.75 14.00 14.00 22.99 69.74 7
Facilities360 16.88 14.00 14.00 22.31 67.18 8
Service First Janitorial 19.38 15.00 16.00 16.39 66.77 9
UBM Enterprise, Inc. 16.25 12.00 12.50 25.61 66.36 10
On the Go Janitorial Service 15.00 12.50 11.50 26.95 65.95 11
Whitlock Building Services 15.63 12.00 13.00 22.53 63.15 12
TCI GROUP 13.75 10.00 10.50 27.39 61.64 13
American Facility Services, Inc. 13.13 10.00 10.00 28.13 61.25 14
APPRO, Inc. 14.38 11.00 12.00 18.75 56.13 15
Qualityist Services, LLC 13.75 11.00 10.50 15.80 ' 51.05 16
The RFP document specified the use of the following Best Value Criteria:
a. Qualifications and Experience
b. Approach to perform services
c. Ability to meet the City's needs
d. Cost
After evaluation, the evaluation panel concluded that ABM Industry Groups, LLC, JDM Janitorial Inc.,
and Eagle Maintenance Co., Inc. presented the best value to the City. Therefore, the evaluation panel
recommends that City Council authorize an agreement with ABM Industry Groups, LLC, JDM Janitorial
Inc., and Eagle Maintenance Co., Inc. No guarantee was made that a specific amount of services would
be purchased. Staff certifies that the recommended vendors' bids met specifications.
FUNDING: The maximum annual amount allowed under the citywide agreement will be $3,071,435.00
from Operating funds. However, the actual amount used will be based on the needs of the departments
and the available budget.
BUSINESS EQUITY: The Business Equity Division placed a 13\% business equity goal on this
solicitation/ contract. ABM Industries Incorporated has agreed/committed to utilize 13\% business equity
subcontractor participation for the scope of work, meeting the City's Business Equity Ordinance. JDM
Janitorial Inc. and Eagle Maintenance Company, Inc. will be exceeding the goal at 100\% as a Business
Equity Prime and self -performing the scope of the services, meeting the City's Business Equity
Ordinance. Any changes in subcontractors will be reviewed by the Business Equity Division.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the
City Manager 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.
AGREEMENT TERM: Upon City Council approval, the initial term of this agreement shall begin upon
execution and expire one year from that date.
RENEWAL OPTIONS: The agreements may be renewed for up to four (4) one-year terms at the City's
option. 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 term.
This project will serve 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 participating departments' Operating Funds to support the approval of the above
recommendation and execution of the non-exclusive agreements. Prior to any expenditure being
incurred, the participating departments have the responsibility to validate the availability of funds.
BQN\\
TO
Fund Department Account
FROM
Fund Department Account
Project
ID
Project
ID
Submitted for Citv Manager's Office bv:
Oriqinatinq Department Head:
Additional Information Contact:
Program Activity Budget Reference # Amount
Year (Chartfield 2)
Program Activity Budget Reference #
Year (Chartfield 2)
Reginald Zeno (8517)
Valerie Washington (6192)
Reginald Zeno (8517)
Marilyn Marvin (7708)
Brandy Hazel (8087)
Jeff Cope (8313)
ATTACHMENTS
ABM - SAMs.Ipdf (CFW Internal)
ABM - SOS.iDdf (CFW Internal)
ABM Industry Groups LLC 1295 Form.pdf (CFW Internal)
Compliance Memo 25-0089 RFP Janitorial Services.pdf (CFW Internal)
Eaale - SAMs.pdf (CFW Internal)
Eagle - SOS. pdf (CFW Internal)
Eaale Maintenance Co Inc 1295.pdf (CFW Internal)
JDM - SAMs.pdf (CFW Internal)
Amount
JDM - SOS.pdf (CFW Internal)
JDM Janitorial 1295 Form.pdf (CFW Internal)