Business and Finance Division
Contracts and Procurement Department
Details of Purchase Order - 696-1-EZ001216
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| Order Type: | F.O.B.: | DESTINATION |
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ITEM DESCRIPTION QTY U/M UNIT PRICE EXTENSION
THIS IS A TYPE 9 PROCUREMENT, EXEMPT BY STATUTE FROM THE COMPTROLLER
OF PUBLIC ACCOUNTS PURCHASING AUTHORITY, TEXAS GOVERNMENT CODE CHAPTER
2155.138.
THIS PURCHASE ORDER DOCUMENT SERVES AS PAYMENT INSTRUMENT ASSOCIATED
WITH THE RENEWAL OF THE TEXAS DEPARTMENT OF CRIMINAL JUSTICE (TDCJ)
PURCHASE ORDER NUMBER EV000757 WHICH WAS AWARDED ON 09/01/16. THIS IS
THE 4TH RENEWAL OF A 5 YEAR OPTION. UNLESS OTHERWISE NOTED HEREIN, ALL
PRICES, TERMS AND CONDITIONS OF SAID PURCHASE ORDER REMAIN UNCHANGED.
THROUGH MUTUAL AGREEMENT THE RESULTING CONTRACT MAY BE RENEWED FOR
ONE (1) ADDITIONAL ONE (1) YEAR PERIOD. IF RENEWED, EACH RENEWAL
SHALL EXPIRE ON AUGUST 31 OF THE RENEWAL PERIOD. ANY RENEWALS SHALL BE
UNDER THE SAME TERMS AND CONDITIONS AS THE ORIGINAL CONTRACT INCLUDING
ANY SQUARE FOOTAGE AND MONTHLY RATE ADJUSTMENTS.
REMAINING OPTIONAL RENEWAL PERIODS:
FIFTH: SEPTEMBER 1, 2021 THRU AUGUST 31, 2022
PRICE INCREASES OR DECREASES MAY BE ALLOWED AT TIME OF RENEWAL. ANY
PRICE CHANGE WILL BE EVALUATED AGAINST THE PRODUCER PRICE INDEX (PPI)
AND/OR MARKET SURVEY CONDUCTED BY TDCJ. THE PPI THAT WILL BE USED IS:
PCU56172056172051. BASELINES FOR PPI WILL BE THE INDEX ANNOUNCED FOR
THE MONTH IN WHICH THE BID WAS OPENED. THE BASELINE WILL BE COMPARED
TO THE MOST CURRENT PUBLISHED PPI AT THE TIME OF CONSIDERATION FOR
RENEWAL.
PRICES MUST REMAIN FIRM THROUGHOUT THE CONTRACT YEAR, UNLESS THE
SQUARE FOOTAGE OF THE SERVICE AREA CHANGES. TDCJ RESERVES THE RIGHT TO
AMEND THE CONTRACT TO REFLECT CHANGES IN SQUARE FOOTAGE OF THE SERVICE
AREA. A CORRESPONDING INCREASE/DECREASE IN THE AMOUNT PAID TO THE
VENDOR SHALL BE COMPUTED BY DIVIDING THE ORIGINAL MONTHLY RATE BY THE
ORIGINAL SQUARE FOOTAGE TO OBTAIN THE PER FOOT COST. THEN, THE PER
FOOT COST WILL BE MULTIPLIED BY THE NEW SQUARE FOOTAGE TO ARRIVE AT
THE NEW MONTHLY RATE.
TDCJ MAY PERFORM A BACKGROUND CHECK ON THE AWARDED VENDOR. THE
EMPLOYEES OF THE AWARDED VENDOR MAY BE REQUIRED TO COMPLETE A
NON-EMPLOYEE BACKGROUND QUESTIONNAIRE. TDCJ RESERVES THE RIGHT TO
ACCEPT OR REJECT EACH EMPLOYEE OF THE AWARDED VENDOR BASED UPON THE
RESULTS OF THE BACKGROUND CHECK. NO EMPLOYEE OF THE CONTRACTED VENDOR
WILL BE ALLOWED ON THE PREMISES PRIOR TO THE BACKGROUND CHECK
APPROVAL, IF THE TDCJ FACILITY REQUIRES A BACKGROUND CHECK.
THE NON-CARPETED FLOORS WILL BE STRIPPED AND WAXED BI-ANNUALLY PER
SECTION 8.1 OF THIS PURCHASE ORDER, THE TARGET DATES ARE AS FOLLOWS:
1ST STRIP AND WAX: OCTOBER 10, 2020
2ND STRIP AND WAX: APRIL 10, 2021
THE CARPET CLEANING WILL OCCUR BI-ANNUALLY PER SECTION 8.2 OF THIS
PURCHASE ORDER, THE TARGET DATES ARE AS FOLLOWS:
1ST CARPET CLEANING: OCTOBER 10, 2020
2ND CARPET CLEANING: APRIL 10, 2021
SERVICE DATES: 09/01/2020 THROUGH 08/31/2021
SQUARE FOOTAGE OF AREA TO BE SERVICED: 14,918 SQ. FT.
CONTACT PERSON: YVONNE SCHIER, #214-425-5049
DALLAS II DPO
TDCJ - PAROLE DIVISION
DISTRICT PAROLE OFFICE
1135 S. JUPITER RD.
GARLAND, TX 75042
001 910-39-103253 12.0000 MO 2458.600000 29503.20
OFFICE INFORMATION:
EMPLOYEES PER DAY: 70
VISITORS PER DAY: 250
WINDOWS: 40
RESTROOMS: 6, STALLS/TOILETS: 5/9
SINKS: 12
SOAP DISPENSERS: 9
FEMININE PRODUCT DISPENSERS: 1
PAPER TOWEL HOLDERS: 5
TOILET TISSUE HOLDER: 5
1.0 SPECIFICATIONS:
THE VENDOR WILL PROVIDE JANITORIAL SERVICES AS SPECIFIED BELOW
FOR THE TEXAS DEPARTMENT OF CRIMINAL JUSTICE:
1.1 THESE SPECIFICATIONS SHALL BE A GUIDE, RATHER THAN A
LIMITATION TO THE SERVICES REQUIRED TO EFFECTIVELY
MAINTAIN THE PREMISES IN ACCORDANCE WITH THIS AGREEMENT.
1.2 JANITORIAL SERVICE WILL BEGIN NO EARLIER THAN 5:00 PM AND
MUST BE COMPLETED BEFORE 7:00 AM THE NEXT WORKDAY, OR AS
OTHERWISE COORDINATED WITH THE DESIGNATED TDCJ REPRESENTATIVE.
2.0 DAILY SERVICES:
THE VENDOR SHALL PERFORM THE FOLLOWING SERVICES ON A DAILY BASIS
(MONDAY-FRIDAY):
2.1 EMPTY ALL TRASH RECEPTACLES (INSIDE AND OUTSIDE OF THE
BUILDING), TO INCLUDE BUT NOT LIMITED TO OFFICES,
RESTROOMS (INCLUDING THE SANITARY NAPKIN RECEPTACLES),
BREAK ROOMS, AND CIGARETTE URNS. SPOT CLEAN AND SANITIZE
THE TRASH RECEPTACLES AND SANITARY NAPKIN RECEPTACLES AS
NEEDED. REPLACE ALL USED RECEPTACLE LINERS. EMPTY REFUSE
IN THE TRASH DUMPSTER(S) LOCATED ON THE TDCJ COMPLEX.
2.2 SWEEP ALL UNCARPETED FLOORING TO REMOVE DUST, DIRT, DEAD
INSECTS, LINT AND OTHER DEBRIS, INCLUDING, BUT NOT LIMITED
TO CORNERS, BEHIND DOORS, ALONG WALLS, UNDER DESKS, TABLES
AND CHAIRS. FURNITURE, INCLUDING CHAIRS SHALL NOT BE STACKED
ON TOP OF OTHER FURNITURE WITH THE EXCEPTION OF THE CHAIRS IN
BREAK ROOMS, WHICH MAY BE STACKED ON THE TABLES BY TURNING THE
CHAIRS UPSIDE DOWN WITH THE SEAT OF THE CHAIR AGAINST THE TOP
OF THE TABLE AND RETURNED TO ORIGINAL POSITIONS UPON COMPLETION
OF THE SERVICE. FURNITURE SHALL BE SWEPT AROUND OR SLID OUT OF
THE WAY TO SWEEP UNDERNEATH AS NEEDED.
2.3 VACUUM ALL CARPETED FLOORS, INCLUDING, BUT NOT LIMITED TO
CORNERS, BEHIND DOORS, ALONG WALLS, UNDER DESKS AND TABLES,
ENTRYWAY MATS AND ALL OTHER MATS. SPOT CLEAN ALL CARPET AND
RUGS AS NEEDED. FURNITURE AND CHAIRS SHALL NOT BE STACKED ON
OTHER FURNITURE OR CHAIRS.
2.4 MOP ALL UNCARPETED FLOORS WITH A GERMICIDAL, DEODORANT-FREE
DETERGENT SOLUTION, TO REMOVE ALL SPILLS, SMEARS, SCUFFMARKS,
AND FOOT TRACKS.
2.5 SPOT CLEAN DOORS, DOOR HANDLES, LIGHT SWITCHES AND ENTRANCE
AREA GLASS, INCLUDING DOOR GLASS TO REMOVE DIRT, FINGERPRINTS,
SMUDGES, ETC.
2.6 CLEAN, DISINFECT AND POLISH ALL DRINKING FOUNTAINS.
3.0 RESTROOMS:
3.1 USING A BACTERIAL CLEANSER, CLEAN AND DISINFECT ALL FIXTURES,
INCLUDING, BUT NOT LIMITED TO FAUCTES, COUNTERTOPS, SINKS,
COMMODES, URINALS, TOILET SEATS, LIGHT SWITCHES, WALLS,
PARTITIONS, DOORS AND DOOR HANDLES.
3.2 SCOUR, WASH AND DISINFECT ALL BASINS, BOWLS AND URINALS,
INCLUDING TILE WALLS NEAR URINALS, WITH APPROVED GERMICIDAL
DETERGENT SOLUTION. REMOVE STAINS AND CLEAN UNDERSIDE OF
URINALS AND BOWLS. DETERGENT SOLUTION SHALL BE FREE OF ANY
DEODORANTS.
3.3 POLISH FAUCETS, SINKS AND OTHER CHROME OR STAINLESS STEEL
OBJECTS USING A DRY CLOTH.
3.4 REPLENISH PAPER TOWELS, TOILET TISSUE, DISPOSABLE TOILET
SEAT COVERS, SOAP DISPENSERS, AND AIR/URINAL DEODORIZERS.
THE FILLING OF SUCH RECEPTACLES WILL BE IN SUCH QUANTITY
TO LAST THE ENTIRE BUSINESS DAY.
3.5 CLEAN AND DISINFECT MIRRORS WITH A GLASS CLEANER TO REMOVE
FINGERPRINTS AND SMUDGES LEAVING THE MIRRORS STREAK FREE.
3.6 ALL RESTROOM DOORS WILL BE DAMP-WIPED TO REMOVE ANY HAND
MARKS FROM DOOR AND DOOR HARDWARE.
4.0 BREAK ROOMS:
4.1 CLEAN AND DISINFECT SINKS, FAUCETS, COUNTERTOPS, BACKSPLASH,
THE OUTSIDE OF KITCHEN APPLIANCES, THE REFRIGERATOR EXTERIOR
DOORS, SIDES AND HANDLES.
4.2 CLEAN AND DISINFECT TABLES AND CHAIRS TO INCLUDE, BUT NOT
LIMITED TO TABLETOPS, TABLE PEDESTAL BASES OR LEGS AND CHAIR
SEATS, BACKS AND LEGS.
4.3 CLEAN AND DISINFECT OUTSIDE OF CABINETS, TO INCLUDE, BUT NOT
LIMITED TO THE FACE OF CABINET DOORS AND DRAWERS.
4.4 CLEAN AND DISINFECT WALLS AROUND TRASHCANS IN BREAK ROOMS.
4.5 REPLENISH PAPER TOWELS AND SOAP DISPENSERS.
4.6 POLISH FAUCETS, SINKS AND OTHER CHROME OR STAINLESS STEEL
APPLIANCES AND OBJECTS.
5.0 WEEKLY SERVICES:
THE VENDOR SHALL PERFORM THE FOLLOWING SERVICES ON A WEEKLY BASIS:
5.1 VACUUM ALL FABRIC SOFAS AND CHAIRS.
5.2 DUST WINDOW SILLS, DOOR SASHES, LEDGES, BLINDS, MOLDINGS,
BASE BOARDS, PICTURE FRAMES ON WALLS, AIR DUCTS AND GRILLS.
NOTE: DUSTING SHALL BE COMPLETED BEFORE SWEEPING AND
VACUUMING.
5.3 CLEAN PICTURE GLASS WITH AN APPROVED GLASS CLEANER.
PERSONAL PICTURES AND GLASS ARE NOT TO BE MOVED OR
CLEANED.
5.4 CLEAN ALL WALLS AS NECESSARY TO REMOVE DIRT, FINGERPRINTS
AND COBWEBS. WALLS SHALL BE CLEANED WITH A DAMP CLOTH AND
CLEANING AGENT, AS NEEDED.
6.0 MONTHLY SERVICES:
THE VENDOR SHALL PERFORM THE FOLLOWING SERVICES ON A MONTHLY BASIS:
6.1 DUST AND SPOT CLEAN WINDOW BLINDS USING CLEANING AGENTS, AS
NEEDED.
6.2 DUST AND SPOT CLEAN CEILING FANS USING CLEANING AGENTS, AS
NEEDED.
6.3 CLEAN LIGHT FIXTURES, BOTH INSIDE AND OUTSIDE OF THE BUILDING,
BY OPENING THE FIXTURE COVER AND CLEANING THE INTERIOR AND
EXTERIOR SURFACE OF THE COVER, REMOVING DEAD INSECTS AND ANY
OTHER DEBRIS (THIS MAY REQUIRE USE OF A LADDER).
6.4 DUST ALL FURNITURE THAT IS FREE FROM DISPLAY ITEMS,
PAPERWORK AND TDCJ EMPLOYEES' PERSONAL ITEMS, TO INCLUDE
BUT NOT LIMITED TO ALL CHAIRS INCLUDING CHAIR BASES OR
LEGS, TABLES, DESKS, FILING CABINETS, BOOK CASES, SHELVES,
PICTURE FRAMES ON WALLS, COAT RACKS AND CLOCKS. DO NOT DUST
TDCJ EMPLOYEES' PERSONAL PICTURES OR PERSONAL ITEMS.
6.5 DUST CEILINGS TO REMOVE COBWEBS BOTH INSIDE AND OUTSIDE THE
BUILDING.
6.6 DUST AND CLEAN ALL AIR CONDITIONING AND HEATING VENTS AND
GRILLS.
7.0 QUARTERLY SERVICES:
THE VENDOR SHALL PERFORM THE FOLLOWING SERVICES ON A QUARTERLY BASIS:
7.1 WASH THE INTERIOR SIDE OF ALL WINDOWS USING A GLASS CLEANING
SOLVENT TO REMOVE DIRT, GRIME AND FINGERPRINTS. THE INTERIOR
SIDE OF ALL WINDOWS SHALL BE FREE OF WATER SPOTS, WATER STAINS
AND SHALL BE STREAK FREE WHEN SERVICE HAS BEEN COMPLETED.
7.2 VACUUM PARTITIONS THAT HAVE A CLOTH-LIKE SURFACE AND SPOT
CLEAN USING A CLEANING AGENT MANUFACTURED FOR UPHOLSTERED
FURNITURE TO REMOVE DIRT, STAINS OR SPOTS, IF NECESSARY.
7.3 VACUUM AND SPOT CLEAN UPHOLSTERY ON CHAIRS USING A CLEANING
AGENT MANUFACTURED FOR UPHOLSTERED FURNITURE.
8.0 BI-ANNUAL SERVICES:
THE VENDOR SHALL PERFORM THE FOLLOWING SERVICES TWICE A YEAR:
8.1 STRIPPING AND WAXING OF UNCARPETED FLOORS:
THE VENDOR SHALL STRIP AND WAX UNCARPETED FLOORS AS FOLLOWS:
A. SERVICE SHALL BE PERFORMED AFTER 6:00 PM ON FRIDAY THROUGH
11:59 PM SATURDAY, IF NEEDED. WAX SHALL BE ALLOWED TO DRY
AS SPECIFIED BY THE MANUFACTURER AND SHALL BE READY FOR FOOT
TRAFFIC BY 6:00 AM MONDAY.
B. PERFORMANCE OF THIS SERVICE SHALL BE COORDINATED WITH THE
DESIGNATED TDCJ REPRESENTATIVE AND THE POINT OF CONTACT FOR
THE BUILDING A MINIMUM OF ONE WEEK IN ADVANCE OF PERFORMING
THE SERVICE.
C. REMOVAL OF FURNISHINGS, TRASH AND RECYCLING RECEPTACLES AND
EQUIPMENT IS THE RESPONSIBILITY OF THE VENDOR AND SHALL BE
COORDINATED WITH THE DESIGNATED TDCJ REPRESENTATIVE AND
MOVED TO THE LOCATION SPECIFIED BY THE DESIGNATED TDCJ
REPRESENTATIVE. FURNISHINGS AND CHAIRS SHALL NOT BE STACKED
ON TOP OF OTHER FURNISHINGS OR CHAIRS. FURNISHINGS THAT CANNOT
BE REMOVED SHALL BE PROTECTED AND COVERED BY THE VENDOR'S
PERSONNEL, PRIOR TO THE SERVICE BEING PERFORMED, TO PREVENT
DAMAGE FROM ANY SOURCE.
D. SCRUB FLOORS USING A NEUTRAL DETERGENT AND A ROTARY FLOOR
MACHINE WITH A STRIPPING PAD OR SCRUBBING BRUSH OR PAD. FOR
HEAVILY SOILED OR SCRATCHED FLOORS STRIP THE FLOOR USING THE
SAME PROCEDURE BUT SUBSTITUTE A STRIPPING DETERGENT WITH
SCRUBBING BRUSH OR PADS. CHECK CORNERS, ALONG WALLS AND BEHIND
DOORS TO VERIFY THAT THE AREAS ARE CLEAN AND ALL WAS BUILD-UP
HAS BEEN REMOVED.
E. THOROUGHLY RINSE FLOORS TWICE WITH CLEAN WATER TO REMOVE ALL
DETERGENTS AND ALLOW FLOORS TO DRY. THE VENDOR SHALL NOT
FLOOD THE FLOOR WITH RINSE WATER, SCRUBBING OR STRIPPING
SOLUTIONS. ALL DETERGENT RESIDUES SHALL BE REMOVED PRIOR TO
THE APPLICATION OF THE NEW FINISH SO THE NEW FINISH PROPERLY
ADHERES. DO NOT ALLOW THE DETERGENT TO DRY ON THE FLOOR. ALLOW
FLOOR TO DRY COMPLETELY BEFORE APPLYING A SEALER. A VACUUM OR
DRY MOP MAY BE USED TO DRY THE FLOOR COMPLETELY BEFORE SEALING.
F. APPLY A THIN COAT OF SEALER WITH A CLEAN NYLON OR COTTON
WAX APPLICATOR AS INSTRUCTED BY THE MANUFACTURER AFTER THE
FLOOR HAS DRIED. ALLOW THE SEALER TO DRY ABOUT TWO HOURS OR
AS NEEDED DEPENDING ON ENVIRONMENTAL CONDITIONS.
8.2 SHAMPOOING OF CARPETED FLOORS:
CLEAN CARPETS USING A COMMERCIAL GRADE CARPET CLEANER AND A
CLEANING AGENT MANUFACTURED FOR CLEANING CARPETS TWICE A YEAR
(OR AS NEEDED) AS FOLLOWS:
A. PERFORM SERVICES AFTER 5:30 PM ON FRIDAY OR AS MUTUALLY
AGREED UPON BY THE DESIGNATED TDCJ REPRESENTATIVE AND THE
VENDOR.
B. COORDINATE MOVING FURNITURE, TRASH AND RECYCLING RECEPTACLES
AND EQUIPMENT WITH THE DESIGNATED TDCJ REPRESENTATIVE AND
MOVE TO THE LOCATION SPECIFIED BY THE DESIGNATED TDCJ
REPRESENTATIVE. FURNITURE TO INCLUDE CHAIRS, TRASH AND
RECYCLING RECEPTACLES AND EQUIPMENT SHALL NOT BE STACKED ON
THE TOP OF OTHER FURNITURE.
C. APPLY A PRE-TREATMENT SOLUTION ON SPOTS AND HEAVY TRAFFIC AREAS
WHERE NECESSARY TO LOOSEN DIRT, STAINS, SPILLS, AND DEBRIS
PRIOR TO HOT WATER OR STEAM CLEANING CARPETS.
D. SHAMPOO CARPETS, REMOVING STAINS AND HEAVY TRAFFIC AREA MARKS
USING A TDCJ APPROVED SHAMPOO AND STAIN REMOVER MANUFACTURED
FOR CLEANING CARPETS. RE-CLEANING MAY BE NECESSARY IF EXISTING
SPOTS OR STAINS ARE STILL EVIDENT IMMEDIATELY AFTER CLEANING.
E. RETURN FURNITURE, TRASH AND RECYLING RECEPTACLES AND EQUIPMENT
TO THE ORIGINAL LOCATION AFTER CARPET HAS DRIED.
9.0 VENDOR REQUIREMENTS:
9.1 THE VENDOR IS RESPONSIBLE FOR PROVIDING ALL SUPPLIES,
EQUIPMENT, AND MATERIALS NECESSARY FOR THE PROPER CLEANING
OF THE SPACE INCLUDING, BUT NOT LIMITED TO VACUUM CLEANERS,
FLOOR EQUIPMENT, WAX, DETERGENTS, DISINFECTANTS, ALL
DISPENSERS (SOAP, TOILET PAPER, PAPER TOWEL, ETC.), TRASH
CAN LINERS, TOILET PAPER, PAPER TOWELS, AND SOAPS FOR THE
REFILLING/RESTOCKING OF DISPENSERS THROUGHOUT THE PREMISES.
9.2 THE VENDOR IS RESPONSIBLE FOR MAINTAINING MECHANICAL
OPERATION AND REPLACING ANY NON-FUNCTIONING EQUIPMENT
ASSOCIATED WITH THIS AGREEMENT.
9.3 THE VENDOR WILL USE CONSERVATIVE MEASURES TO REDUCE ELECTRICAL
COSTS BY TURNING LIGHTS OFF ONCE AREA IS CLEANED. THE FRONT
LOBBY LIGHTS WILL REMAIN ON FOR SECURITY PURPOSES.
9.4 THE VENDOR WILL NOTIFY TDCJ OF ANY DEFECTIVE WATER FIXTURES,
LIGHTS, TOILETS, OR ANY DAMAGE TO THE BUILDING OR FIXTURES.
TDCJ WILL CONTACT THE LESSOR TO CORRECT THE PROBLEM.
9.5 THE VENDOR WILL NOTIFY TDCJ OF THE PRESENCE OF ANY INSECTS,
AND/OR OTHER PESTS THAT WILL REQUIRE EXTERMINATION SERVICES.
TDCJ WILL CONTACT THE LESSOR TO CORRECT THE PROBLEM.
10.0 HOLIDAYS:
THE VENDOR IS NOT OBLIGATED TO PERFORM ANY SERVICES ON THE FOLLOWING
HOLIDAYS:
A. NEW YEAR'S DAY,
B. MARTIN LUTHER KING, JR. DAY,
C. WASHINGTON'S BIRTHDAY,
D. MEMORIAL DAY,
E. 4TH OF JULY,
F. LABOR DAY,
G. VETERAN'S DAY,
H. THANKSGIVING DAY, AND
I. CHRISTMAS DAY.
11.0 SECURITY:
11.1 THE TDCJ WILL GIVE THE VENDOR THEIR OWN SECURITY CODE TO THE
ALARM SYSTEM AND KEYS TO THE BUILDING. THE VENDOR WILL BE
RESPONSIBLE FOR THE DISCRETION OF THE EMPLOYEES WHO HAVE ACCESS
TO THE SECURITY CODE TO THE ALARM SYSTEM AND KEYS TO THE
BUILDING. VENDOR SHALL NOTIFY TDCJ WHEN AN EMPLOYEE LEAVES HIS/
HER EMPLOYMENT, WHICH HAS BEEN GIVEN THE CODES AND KEYS. TDCJ
SHALL DECIDE IF THE SECURITY CODE ALARM AND/OR LOCKS SHOULD BE
CHANGED. THE VENDOR WILL BE RESPONSIBLE FOR THE FEES OF
CHANGING SECURITY CODES OR THE RE-KEYING OF LOCKS.
11.2 A LIST CONTAINING THE NAMES OF ALL EMPLOYEES ASSIGNED TO
CLEAN THE BUILDING WILL BE PROVIDED TO THE DESIGNATED TDCJ
REPRESENTATIVE. ANY CHANGES TO THIS ASSIGNMENT WILL BE
IMMEDIATELY PROVIDED TO TDCJ. NO PERSON(S) OTHER THAN THE
AUTHORIZED EMPLOYEES WILL BE PERMITTED TO ENTER THE PREMISES
FOR ANY REASON. NO CHILDREN OR FAMILY MEMBERS ARE ALLOWED
UNDER ANY CIRCUMSTANCES.
12.0 SERVICE PROVIDER QUALIFICATIONS AND AGENCY EXPECTATIONS:
CRITERIA FOR VENDOR QUALIFICATIONS ARE DEFINED BY THE TERMS AND
CONDITIONS OF THE SOLICITATION.
12.1 MINIMUM QUALIFICATION REQUIREMENTS ARE AS FOLLOWS:
A. BUSINESS - ONE (1) YEAR IN JANITORIAL AND/OR CUSTODIAL
OPERATIONS AND BUSINESS.
B. REFERENCES - THREE (3) CURRENT CONTRACTS OF APPROXIMATE
SIZE AND SCOPE IN EFFECT WITH SATISFACTORY/EXCEPTIONAL
PERFORMANCE AND SERVICE.
12.2 TDCJ MAY PERFORM A BACKGROUND CHECK ON THE AWARDED VENDOR.
THE EMPLOYEES OF THE AWARDED VENDOR MAY BE REQUIRED TO
COMPLETE A NON-EMPLOYEE BACKGROUND QUESTIONNAIRE. TDCJ
RESERVES THE RIGHT TO ACCEPT OR REJECT EACH EMPLOYEE OF
THE AWARDED VENDOR BASED UPON THE RESULTS OF THE BACKGROUND
CHECK. NO EMPLOYEE OF THE CONTRACTED VENDOR WILL BE ALLOWED
ON THE PREMISES PRIOR TO THE BACKGROUND CHECK APPROVAL IF
THE TDCJ FACILITY REQUIRES A BACKGROUND CHECK.
12.3 THE VENDOR SHALL HAVE THOROUGH KNOWLEDGE OF VARIOUS CLEANING
TASKS, EQUIPMENT, MATERIALS, AND SUPPLIES TO BE USED WITHIN
THE SCOPE OF THIS AGREEMENT. THE VENDOR IS EXPECTED TO ACCEPT
RESPONSIBILITY AND PROVIDE PERSONAL SUPERVISION FOR THOSE
EMPLOYED BY THE VENDOR.
12.4 THE VENDOR SHALL EMPLOY AT ALL TIMES, THE QUALITY AND
QUANTITY OF PERSONS SKILLED AND TRAINED IN THE WORK
ASSIGNED TO THEM.
12.5 THE VENDOR SHALL PLACE THE HIGHEST PRIORITY ON ENERGY
CONSERVATION AND SHALL COORDINATE ALL ACTIVITIES WITH TDCJ
OFFICE MANAGERS FOR THE MOST ECONOMICAL OPERATION OF THE
BUILDING EQUIPMENT, MACHINERY AND SYSTEMS. THE VENDOR SHALL
ORGANIZE THE CLEANING SCHEDULE TO MINIMIZE THE WORK AREAS
NEEDING LIGHTING AT ANY ONE TIME DURING THE CLEANING.
12.6 THE VENDOR IS EXPECTED TO PROVIDE FOR EMPLOYEE SAFETY AND
ACCEPT RESPONSIBILITY FOR EMPLOYEE/PERSONAL INJURY DURING
PERFORMANCE OF SERVICE UNDER THIS AGREEMENT.
12.7 THE VENDOR IS EXPECTED TO EMPHASIZE SAFETY DURING USE OF
POWERED AND NON-POWERED EQUIPMENT.
12.8 ALL VENDOR/VENDOR EMPLOYEES MAY BE REQUIRED TO SIGN IN AND SIGN
OUT OF THE OFFICE WITH SECURITY AND/OR TDCJ OFFICE MANAGER.
12.9 IF PROPERTY DAMAGE RESULTING FROM VENDOR NEGLIGENCE HAS TO
BE REPAIRED AND/OR REPLACED BY THE TDCJ, THE EXPENSE FOR SUCH
WORK SHALL BE DEDUCTED FROM THE MONIES DUE THE VENDOR. THE TDCJ
RESERVES THE RIGHT TO PURSUE CLAIMS FOR DAMAGES THROUGH ANY
AND/OR ALL LEGAL MEANS AVAILABLE.
12.10 THE VENDOR SHALL PROVIDE PROOF OF INSURANCE COVERAGE AS
INDICATED BELOW BEFORE AN AWARD IS MADE:
A. DISHONESTY BOND (3% OF TOTAL BID AMOUNT).
B. EMPLOYERS LIABILITY INSURANCE ($300,000 PER OCCURRENCE).
C. GENERAL LIABILITY INSURANCE ($300,000 PER OCCURRENCE).
D. WORKER'S COMPENSATION INSURANCE, AMOUNTS AS REQUIRED BY
THE STATE OF TEXAS.
12.11 TDCJ WILL MAKE STORAGE AREAS AVAILABLE TO THE VENDOR
WITHOUT COST FOR STORING CLEANING MATERIALS. THE VENDOR
MAY ALSO HAVE USE OF SINKS TO PERFORM THE REQUIRED WORK.
THE VENDOR WILL BE RESPONSIBLE FOR ORDERLINESS AND
CLEANLINESS OF JANITORIAL AREA AND SINKS.
12.12 TDCJ RESERVES THE RIGHT TO WITHHOLD FUNDS OR REQUIRE THE
RETURN OF FUNDS IN THE CASE OF NON-COMPLIANCE WITH THIS
IFB, RESULTING AGREEMENT, TDCJ REGULATIONS, STANDARDS, AND
POLICIES.
12.13 TDCJ RESERVES THE RIGHT TO CANCEL THIS AGREEMENT WITH A
THIRTY (30) DAY WRITTEN NOTIFICATION TO THE VENDOR WITHOUT
PENALTY OR FURTHER OBLIGATION.
PAYMENT:
PAYMENT SHALL BE MADE THIRTY CALENDAR DAYS AFTER THE LATTER OF
(1) THE DATE AN UNCONTESTED INVOICE IS RECEIVED, (2) THE DATE
GOODS ARE RECEIVED, AND (3) THE DATE SERVICES ARE COMPLETED.
REFER TO TEXAS GOVERNMENT CODE, CHAPTER 2251.
AWARDED VENDOR AGREES THAT ANY PAYMENTS DUE UNDER THE PURCHASE
ORDER OR CONTRACT SHALL BE DIRECTLY APPLIED TOWARDS ELIMINATING
ANY DEBT OR DELINQUENCY IT HAS TO THE STATE OF TEXAS INCLUDING,
BUT NOT LIMITED TO, DELINQUENT TAXES, DELINQUENT STUDENT LOAN
PAYMENTS, AND DELINQUENT CHILD SUPPORT.
VENDOR MAINTENANCE DIRECT DEPOSIT AND SUBSTITUTE W-9 FORM
(ELECTRONIC FUNDS TRANSFER):
GOVERNMENT CODE 403.016 (C) (3) ENCOURAGES STATE AGENCIES TO
TRANSMIT PAYMENTS TO VENDORS THROUGH ELECTRONIC FUNDS TRANSFER
(DIRECT DEPOSIT). TO SET UP YOUR ACCOUNT, CONTACT AGENCY ACCOUNTS
PAYABLE AT (936)437-8761 OR (936)437-6357.
REGARDLESS AS TO WHETHER DIRECT DEPOSIT IS CHOSEN, THE AWARDED
VENDOR SHALL SUBMIT A COMPLETED VENDOR MAINTENANCE DIRECT
DEPOSIT AND SUBSTITUTE W-9 FORM TO TDCJ ACCOUNTS PAYABLE. VENDORS
WHO HAVE ALREADY SUBMITTED A FORM FOR ANOTHER SEPARATE PURCHASE
ORDER ARE NOT REQUIRED TO SUBMIT ANOTHER FORM. THE VENDOR FORM AND
INSTRUCTIONS ARE FOUND AT THE FOLLOWING LINK ON THE TDCJ WEBSITE:
WWW.TDCJ.STATE.TX.US/DIVISIONS/BFD/ACCT_ACCTS_PAY.HTML
TO ENROLL FOR ADVANCE NOTIFICATION OF ELECTRONIC FUNDS TRANSFER TO
YOUR ACCOUNT, PLEASE CONTACT THE NUMBERS LISTED ABOVE. PAYMENT
INFORMATION MAY BE OBTAINED BY CALLING THE COMPTROLLER OF PUBLIC
ACCOUNTS TOLL FREE AT (800) 531-5441, EXT. 3-3660 OR IN AUSTIN, TEXAS
CALL (512) 936-3461, SELECT OPTION 3 (PIN NOT REQUIRED) AND ENTER
THEIR VENDOR IDENTIFICATION NUMBER AND 696 FOR THE AGENCY NUMBER.
INFORMATION IS AVAILABLE VIA THE INTERNET AT:
HTTPS://FMX.CPA.TEXAS.GOV/FMX/PAYMENT/INDEX.PHP
(NOTE: THIS ADDRESS MUST BE IN LOWER CASE LETTERING WHEN ENTERED
IN THE ADDRESS BAR OF YOUR BROWSER.)
SHIPPING AND INVOICE INSTRUCTIONS:
FAILURE TO FOLLOW THESE SHIPPING AND INVOICE INSTRUCTIONS MAY RESULT
IN MERCHANDISE BEING REJECTED AT THE RECEIVING DOCK AND RETURNED TO
THE VENDOR WITHOUT NOTICE.
SHIPPING INSTRUCTIONS:
1. ENSURE ITEM(S) IS SENT TO THE CORRECT UNIT/DEPARTMENT WITHIN THE
TDCJ AS LISTED ON THE PURCHASE ORDER.
2. DO NOT OVERSHIP. OVERAGES SHALL BE RETURNED AT THE VENDOR'S EXPENSE
UNLESS ITEMS ARE OF INDETERMINABLE QUANTITY SUCH AS SAND OR GRAVEL.
3. SHIP INDIVIDUAL LINE ITEMS COMPLETE.
4. EACH PART SHIPPED SHALL HAVE A PART NUMBER OR BE TAGGED WITH A PART
NUMBER AS IT APPEARS ON THE PURCHASE ORDER. IF ITEMS ARE SHIPPED
WITHOUT A PART NUMBER, THEY WILL BE RETURNED TO THE VENDOR AT
VENDOR'S EXPENSE.
5. INCLUDE OR MARK PURCHASE ORDER NUMBER ON ALL PACKING SLIPS,
CARTONS, PACKAGES, BUNDLES, ETC.
INVOICING INSTRUCTIONS:
1. THE INVOICE MUST BE ITEMIZED WITH THE DESCRIPTION, UNIT PRICE, UNIT
OF MEASURE AND EXTENSION EXACTLY AS LISTED ON THE PURCHASE ORDER.
2. ONLY ITEMS LISTED ON THE PURCHASE ORDER MAY BE BILLED AND PAID FOR
BY THE TDCJ.
3. ANY CHANGES TO THE PURCHASE ORDER ARE ONLY VALID UPON RECEIPT OF A
PURCHASE ORDER CHANGE NOTICE (POCN) FROM THE AUTHORIZED PURCHASER.
4. INVOICES MUST REFERENCE THE PURCHASE ORDER NUMBER. ONLY ONE
PURCHASE ORDER NUMBER ON AN INVOICE. (PURCHASE ORDER NUMBER ALWAYS
BEGINS WITH AN 'E', EXAMPLE - EX000123)
5. VENDOR MUST SUPPLY A VALID PAYEE IDENTIFICATION NUMBER (PIN) ON
EACH INVOICE.
6. INVOICES MUST BE SENT TO ACCOUNTS PAYABLE, P.O. BOX 4018
HUNTSVILLE, TX 77342-4018.
*ONLY DISCOUNTED INVOICES MAY BE EMAILED.
7. DISCOUNTED INVOICES MUST BE EMAILED TO
TDCJ.AP-INVSVS@TDCJ.TEXAS.GOV.
8. SUBMIT SEPARATE INVOICES FOR EACH SHIPMENT/PER LOCATION.
IN ACCORDANCE WITH SECTION 2252.907, GOVERNMENT CODE, THE VENDOR
ACKNOWLEDGES THAT THIS CONTRACT AND INFORMATION CREATED OR
MAINTAINED IN CONNECTION WITH THIS CONTRACT IS PUBLIC INFORMATION
AND SUBJECT TO DISCLOSURE AS PROVIDED BY CHAPTER 552, GOVERNMENT
CODE (TEXAS PUBLIC INFORMATION ACT). THE PUBLIC INFORMATION ACT
MAY REQUIRE THE VENDOR TO MAKE INFORMATION RELATED TO THIS CONTRACT
AVAILABLE TO THE PUBLIC PURSUANT TO A REQUEST FOR PUBLIC INFORMATION.
THE VENDOR AGREES, UPON REQUEST, TO MAKE INFORMATION RELATED TO THIS
CONTRACT THAT IS NOT OTHERWISE EXCEPTED FROM RELEASE BY THE PUBLIC
INFORMATION ACT AVAILABLE TO THE PUBLIC IN HARD COPY, UNLESS THE
REQUESTOR OF THE INFORMATION CONSENTS TO RECEIVE THE INFORMATION IN
ANOTHER MUTUALLY AGREEABLE FORMAT. THE VENDOR ACKNOWLEDGES THAT THE
AGENCY SHALL NOT PROVIDE LEGAL COUNSEL RELATED TO THE VENDOR'S
COMPLIANCE WITH THE PUBLIC INFORMATION ACT.
E-VERIFY SYSTEMS:
THE TDCJ SHALL REQUIRE THE FOLLOWING AS A CONDITION OF ALL SERVICE
CONTRACTS:
BY ENTERING INTO THIS CONTRACT, THE CONTRACTOR CERTIFIES AND ENSURES
THAT IT UTILIZES AND WILL CONTINUE TO UTILIZE, FOR THE TERM OF THIS
CONTRACT, THE U.S. DEPARTMENT OF HOMELAND SECURITY'S E-VERIFY
SYSTEM TO DETERMINE THE ELIGIBILITY OF:
1. ALL PERSONS EMPLOYED TO PERFORM DUTIES WITHIN TEXAS, DURING
THE TERM OF THE CONTRACT; AND
2. ALL PERSONS (INCLUDING SUBCONTRACTORS) ASSIGNED BY THE
RESPONDENT TO PERFORM WORK PURSUANT TO THE CONTRACT, WITHIN
THE UNITED STATES OF AMERICA.
THE CONTRACTOR SHALL PROVIDE, UPON REQUEST OF THE TDCJ, AN
ELECTRONIC OR HARDCOPY SCREENSHOT OF THE CONFIRMATION OR TENTATIVE
NON-CONFIRMATION SCREEN CONTAINING THE E-VERIFY CASE VERIFICATION
NUMBER FOR ATTACHMENT TO THE FORM I-9 FOR THE THREE MOST RECENT HIRES
THAT MATCH THE CRITERIA ABOVE, BY THE CONTRACTOR, AND CONTRACTOR'S
SUBCONTRACTORS, AS PROOF THAT THIS PROVISION IS BEING FOLLOWED.
IF THIS CERTIFICATION IS FALSELY MADE, THE CONTRACT MAY BE IMMEDIATELY
TERMINATED, AT THE DISCRETION OF THE STATE AND AT NO FAULT TO THE
STATE, WITH NO PRIOR NOTIFICATION. THE CONTRACTOR SHALL ALSO BE
RESPONSIBLE FOR THE COSTS OF ANY RE-SOLICITATION THAT THE STATE MUST
UNDERTAKE TO REPLACE THE TERMINATED CONTRACT.
UNIT RULES & REGULATIONS:
WHEN PERFORMING SERVICES ON CORRECTIONAL FACILITIES,
CONTRACTOR'S COMPLIANCE WITH TDCJ SECURITY PROCEDURES IS
REQUIRED.
SPECIFIC REQUIREMENTS INCLUDE, BUT ARE NOT LIMITED TO:
1. ALL CONTRACTOR STAFF PERFORMING SERVICES WITHIN A CORRECTIONAL
FACILITY, AND THOSE AREAS WHERE INMATES ARE ASSIGNED, WILL
BE REQUIRED TO HAVE A SECURITY ESCORT THROUGHOUT THE DURATION
OF THE CONTRACT. ALL CONTRACTOR STAFF SHALL BE REQUIRED TO
FOLLOW THE DIRECTION OF SECURITY STAFF. CONTRACTOR STAFF
SHALL NOT INTERACT WITH INMATES.
FURTHERMORE, CONTRACTOR STAFF SHALL ADHERE TO THE PROVISIONS
FOUND IN PERSONNEL DIRECTIVE PD-29, "SEXUAL MISCONDUCT WITH
INMATES", WHICH IS LOCATED ON THE TDCJ WEBSITE AT
HTTP://WWW.TDCJ.TEXAS.GOV/DIVISIONS/HR/HR-POLICY/PD-29.PDF
(NOTE: THIS ADDRESS MUST BE IN LOWER CASE LETTERING WHEN ENTERED
IN THE ADDRESS BAR OF YOUR BROWSER.)
THE CONTRACTOR SHALL NOTIFY EACH OF THE CONTRACTOR'S STAFF
ACCESSING TDCJ'S PREMISES OF THE PROVISIONS WITHIN THIS DIRECTIVE,
PRIOR TO COMMENCING WORK.
2. ALL CONTRACTOR STAFF, EQUIPMENT, AND VEHICLES ARE SUBJECT TO
SEARCH AND INSPECTION AT ANY TIME WHILE ON TDCJ PROPERTY.
3. ALL VEHICLES WILL BE LOCKED AND SECURED WHEN NOT IN USE.
DRIVERS ARE REQUIRED TO KEEP KEYS IN THEIR DIRECT POSSESSION
AT ALL TIMES.
4. CONTRACTOR STAFF SHALL NOT INTRODUCE ANY TYPE OF CONTRABAND ONTO
ANY TDCJ FACILITY. EXAMPLES OF CONTRABAND INCLUDE, BUT ARE NOT
LIMITED TO FIREARMS, KNIVES, WEAPONS OF ANY TYPE, TOBACCO OF ANY
TYPE, ALCOHOL, CONTROLLED SUBSTANCES (ILLEGAL DRUGS), PAGERS, AND
CELL PHONES. CONTRACTOR STAFF MAY NOT CARRY MORE THAN TWENTY-FIVE
DOLLARS ($25.00) IN CASH INTO ANY TDCJ FACILITY.
5. THE CONTRACTOR SHALL NOT ALLOW ANY PERSON WHO HAS A FELONY
OR MISDEMEANOR CONVICTION, PENDING CHARGE, OR OUTSTANDING
WARRANT TO ENTER ONTO TDCJ PROPERTY TO COMPLETE ANY PART
OF THIS CONTRACT WITHOUT THE WRITTEN PERMISSION OF TDCJ.
CONVICTION ALONE DOES NOT AUTOMATICALLY CAUSE AN
EMPLOYEE TO BECOME INELIGIBLE FROM WORKING ON THIS CONTRACT.
EACH EMPLOYEE SHALL BE REVIEWED ON A CASE BY CASE BASIS.
6. TDCJ MAY PERFORM A BACKGROUND CHECK ON THE AWARDED VENDOR.
THE EMPLOYEES OF THE AWARDED VENDOR MAY BE REQUIRED TO COMPLETE
A NON-EMPLOYEE BACKGROUND QUESTIONNAIRE. TDCJ RESERVES THE
RIGHT TO ACCEPT OR REJECT EACH EMPLOYEE OF THE AWARDED VENDOR
BASED UPON THE RESULTS OF THE BACKGROUND CHECK. NO EMPLOYEE
OF THE CONTRACTED VENDOR WILL BE ALLOWED ON THE PREMISES PRIOR
TO THE BACKGROUND CHECK APPROVAL IF THE TDCJ FACILITY REQUIRES
A BACKGROUND CHECK.
7. CONTRACTOR STAFF MUST HAVE IN THEIR POSSESSION A VALID
DRIVER'S LICENSE OR CURRENT PHOTO IDENTIFICATION.
8. CONTRACTOR STAFF ATTIRE MUST BE APPROPRIATE OR COMPATIBLE
WITH THE CURRENT BUSINESS ENVIRONMENT.
TDCJ RESERVES THE RIGHT TO IMMEDIATELY REMOVE AND/OR REFUSE
ENTRY TO ANY INDIVIDUAL WHO HAS VIOLATED THE ABOVE
RESTRICTIONS. THE UNIT WARDEN OR FACILITY ADMINISTRATOR WILL
ULTIMATELY BE RESPONSIBLE FOR INTERPRETING THESE RULES.
FOR QUESTIONS OR INQUIRIES CONTACT:
CYNTHIA MEDINA, CTCD
TDCJ CONTRACTS AND PROCUREMENT
TWO FINANCIAL PLAZA STE. 525
HUNTSVILLE, TX 77340
PH: 936-437-0000 FAX: 325-223-0310
EMAIL: CYNTHIA.MEDINA@TDCJ.TEXAS.GOV
ORDER TOTAL:$ 29,503.20
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| Name of Authorized Purchaser | Signature of Authorized Purchaser |
| All terms and conditions set forth in the referenced Invitation/Request become a part of this purchase order. In accordance with your bid/offer, item(s) must be received at the destination address on or before 08/31/2021 | |
| Seller agrees that any payments due under this contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas. | |
| STATE AND CITY SALES TAX EXEMPTION: The undersigned claims an exemption from taxes under Chapter 151, Section 309, Texas Tax Code, for the purchase of services/tangible personal property purchased from the contractor and/or shipper listed above, as these are being secured for the exclusive use of the State of Texas. | |
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