Part I

Contents of Bid

The applicant’s bid shall include a detailed description of their plan for complying with the specifications set out herein for the Contract Cleaning and Janitorial Services Personnel at the Dallas Convention Center, Reunion Arena and Farmer’s market minimally referred to in this document as “FACILITIES”:

  1. Number, qualifications, experience, training and authority of full-time and part-time personnel and managers; number and source of part-time personnel; proposed uniforms for employees; operation manual, and equipment listings.
  2. How the bidder proposes to contribute to and participate in the total effort of providing superior cleaning and janitorial services personnel in the Facilities.
  3. Detailed description of equipment and supplies inventory control system to be used.
  4. How the bidder will communicate with and be responsive to Facility Manager.
  5. How the bidder will contribute to and participate in the total Facility Operation to help make the Facilities financially successful.
  6. Descriptions, numbers, and quality of equipment and materials proposed to be used including type and model numbers
  7. Schematic diagrams of operating organizational chart including staffing, equipment and supply utilization.

8.  Bid guaranty per Part II paragraph 6 of specifications (see page 2)

  1. Detail and comprehensiveness of the bid is important to the city and will be considered in determination of bid responsiveness.
  2. Any other general or pertinent information the bidder believes will be helpful in making a selection.


Part II

Definitions

The following terms shall have the following meanings when used in these specifications.

  1. Acceptable Service Level: The level of service must be maintained by the contractor in accordance with the requirements specified in Part III, and Exhibits I & II. Refer to Part III, 12.
  2. Advertisement: All of the legal publications pertaining to the work contemplated or under contract.
  3. “As often as necessary”: Any increase in the cleaning frequencies as prescribed in the specifications that may be necessary because service as required does not maintain a quality or standard of cleanliness.
  4. Bidder: Any person, persons, partnership, company, firm, association, or corporation acting directly or through a duly authorized representative submitting a bid for the services contemplated.
  5. Bid: The written statement or statements duly submitted to the Purchasing Department by the person, persons, partnership, company, firm, association, or corporation submitting a bid.
  6. Bid Guaranty: The security designated in the advertisement and bid specifications, to be furnished by each bidder as a guarantee of good faith to enter into a contract with the City and execute the required bonds for the work contemplated.
  7. City: The City of Dallas, Texas, a municipal corporation of Dallas County, Texas, acting by and through (a) its governing body, or (b) its City manager, each of whom is required by law to perform specific duties. Responsibility of final enforcement of contracts involving the City of Dallas is by authority vested in the City Manager.
  8. City Attorney: The City Attorney of the City of Dallas or his duly authorized assistants or agents.
  9. City Council: The governing body of the City.
  10. Cleaning Personnel: Personnel involved in cleaning and janitorial duties specifically related to pre-event, event, post event and daily maintenance cleaning.
  11. Cleaning Supplies: The contractor will be required to provide all cleaning supplies to include, but not limited to, paper towels, toilet paper, soap, air freshener, and products to maintain floor. (Exhibit IV)
  12. Contract: The written agreement covering the performance of the services
  13. Contractor: The person, persons, partnership, company firm association, or corporation, acting directly or through an authorized representative, submitting a bid or entering into a contract for the services specified in this document.
  14. Director: The Director of the Department of Convention & Event Services or his duly authorized representatives.
  15. Event Cleaning: Work that is ordered from work orders generated by Facility Staff. Billing is on an hourly basis for the Convention Center and Farmers Market. Billing for Reunion Arena will be based on attendance.
  16. Facilities: Dallas Convention Center (DCC) Reunion Arena (RA) and Dallas Farmer’s Market (FM), and areas described in Part II, 17.
  17. Facility Exterior: The sidewalks and exterior structure of the Dallas Convention Center bounded by the facility structure and the curb line of Akard Street, Marilla Street, Ceremonial Drive, Canton Street, and Memorial Drive.

The sidewalks and exterior structure of Reunion Arena bounded by North Drive, Sports Street, Memorial Drive and Hotel Street.

The sidewalks and exterior structure of Farmer’s Market bounded by Marilla St on the north side, Harwood St. on the west side, Central Expressway (I75) and I30 on the South Side.

  1. Facility Manager: The city of Dallas’ Director of Convention and Event Services or his duly authorized representatives.
  2. Maintenance Cleaning: Work that is performed to maintain the day to day cleanliness of the facilities as established by these specifications. This will be billed on a daily basis at the convention center and hourly at Reunion Arena and Farmers Market
  3. Manufacturer’s Recommendation: The cleaning recommendations or requirements as specified by the manufacturer. The contractor with the assistance of the Facility Manager will be required when possible to contact the manufacturer to request that information in writing. The Facility Manager must then approve the recommended or required procedures.
  4. Office Supplies: The contractor is responsible for providing office equipment and supplies required to execute contract.
  5. Payment Bond: The approved form of security furnished by the contractor and his sureties of the protection of all claimants supplying labor and/or materials in the execution of the plans, specifications, and contract documents.
  6. Performance Bond: The approved form of security furnished by the contractor and his sureties conditioned upon the faithful performance of the work in strict accordance with the plans, specifications, and contract documents.
  7. Review Committee: A committee to review all bids and recommend the award.
  8. Specifications: The directions, provisions, and requirements contained herein pertaining to the method and manner of performing the work or to the quality of the materials and equipment to be furnished under the contract.
  9. SETUPS (3rd YEAR ONLY): Personnel used to set tables, chairs, and staging for convention meeting.
  10. Sureties: The corporate bodies which are bound by such bonds are required with and for the contract, and for any/all requirements as set out in the specifications, contract or the contractor. The sureties engaged to be responsible for the entire satisfactory fulfillment plans.
  11. Telephones: The contractor will be responsible for expense to provide telephones for its staff through the exclusive telecommunications provider at the Convention Center.
  12. Work: All work, including the furnishing of staff, systems, cleaning supplies and other equipment necessary to the performance of the contract.

Part III

Specifications for Cleaning and Janitorial Services Personnel at the Dallas Convention Center, Reunion Arena and Farmer’s Market

1.  General Scope

A.  The City of Dallas, acting through the Department of Convention and Event Services, will award a contract to provide cleaning and janitorial services personnel at the Dallas Convention Center, Reunion Arena and Farmer’s Market, to the lowest, responsible bidder meeting or exceeding the bid documents requirements. (See Exhibit I, II and III for a comprehensive description of the service required.)

B.  The Contractor awarded shall be used solely for the conduct of the described contract. The Facility Manager will designate which space or areas the Contractor may use in the performance of the responsibilities as set forth herein to conform to the priorities established by Facility Management. These specifications will become part of the contract and bind the parties thereto.

2.  Facility Activities

The Dallas Convention Center is a multipurpose facility owned and operated by the City of Dallas. The facility was developed with the primary objective of promoting and facilitating events and activities which generate economic benefits to the City of Dallas. In addition, the Dallas Convention Center has another objective of providing services and facilities to respond to the needs of local organizations which promote business and generally enhance the quality of life for the community it serves.

Reunion Arena is a multipurpose facility owned and operated by the City of Dallas. The primary objective is to attract high profile events to downtown Dallas by providing a quality sports/entertainment and convention/meeting venue so as to increase the vitality of the areas adjacent to the Dallas Convention Center and the West End.

Farmer’s Market is an eleven acre public market composed of four Sheds and an administrative building. Like the Convention Center it has the objective of providing services and generally enhancing the quality of life for the community it serves.

3.  Review of Plans and Analysis of Potential

Bidders will be required to inspect the Facilities personally to receive bid consideration

There will be a pre-bid conference. Attendance is mandatory. Failure to attend will be cause to not consider vendors bid. The time and place is indicated on the attached bid document.

4.  Bidders’ Qualifications

A.  Bidders must meet the following minimum qualifications designed to establish criteria with which the bidder demonstrates his capability to provide cleaning and janitorial services personnel in major public event facilities.

(1)  A minimum of three (3) years experience in performing similar services in a major multipurpose facility of public assembly with exhibition halls, 10,000 seat arena, theater, ballroom, and various sized meeting rooms.

(2)  The ability to begin full operation upon award of the contract.

(3)  The ability to provide experienced professional and technical services in support of the cleaning and janitorial service satisfactory to the City of Dallas. Upon request general setup labor for meeting rooms will be required.

(4)  Maintain a center of operation and/or corporate headquarters office within Dallas County. Such office must be staffed with sufficient qualified personnel and levels of management adequate to manage the ongoing daily operations of the firm and support the terms and conditions of the cleaning and maintenance contract.

B.  Prospective bidders must submit information regarding minimum qualifications as outlined below.

(1)  Evidence in the form of an affidavit, including contact individuals, that the bidder has experience in operating similar custodial and janitorial services at a facility operationally similar to the Convention Center and/or Reunion Arena.

(2)  Certification, in detail, of the ability to begin full operations upon award of the contract (e.g. sufficient experienced management and line employees).

(3)  Financial statement for current and three (3) years preceding, prepared by a Certified Public Accountant.

(4)  Resumes of all management candidates to be ultimately interviewed and selected.

(5)  Proposed labor schedule of the resident management and staff.

(6)  Organizational chart for proposed operation to include a comprehensive manual of operational procedures proposed for the cleaning and janitorial services and special project personnel.

(7)  Description of local office and location, permanent staff size, and any additional material that would support the bidder’s ability to sustain appropriate demands of this contract.

(8)  Comprehensive listing of all equipment (including model names or number) to be used by contractor in the performance of this contract.

C.  The decision of the City, as the acceptable qualifications of bidders, shall be final.

5.  Term and Contract Information

A.  The term of this contract shall begin with the agreed upon effective date and shall run for a term of three (3) years from the date thereof.

B.  The Contractor shall peaceably surrender possession of the premises in good condition, reasonable wear and tear expectable, at the expiration date of the term of this agreement or on an earlier termination date if the right of termination as outlined in Section 24 or 25 has been exercised. The City shall have the right to take possession of the premises or any portion thereof without being liable for prosecution or any claim of damages.

C.  The Contractor shall adequately staff the offices in the facilities. Alterations, equipment purchased, etc., shall be subject to the provisions set forth in the specifications.

6.  Contract Requirements

A.  Performance: The Contractor shall be responsible for the professional execution of required services beginning on the first day of the contract period.

B.  Personnel: It is intended for daily maintenance cleaning, event personnel, restroom personnel, and beginning Oct 1, 2009 set up personnel, to be a core group of employees specifically trained by contractor in their respective areas that will remain fairly constant.

C.  Operations Manual: The Contractor’s operations manual, which shall contain complete instructions for each individual duty station plus emergency procedure instructions, shall be kept on-site at the Convention Center. In addition, a master copy of the manual will be maintained at the Facility Manager’s central control point.

7.  Scope of Work

The contractor shall be required to furnish management, supervision, manpower, and equipment as described in this contract including but not limited to:

A.  Comprehensive event & post event cleaning including, but not limited to, all exhibit halls, arena seating areas, meeting rooms, restrooms, dressing rooms, locker rooms and service areas, etc. All post-event cleaning shall commence immediately after each event. Completion shall be within 8 hours or sooner if directed by Facility Manager. Billing will be on an hourly per staff member for the Convention Center and Farmers Market. The number of personnel will be determined by the Facility Manager or a representative. Reunion Arena will be based on attendance and the number of personnel will be determined by the Facility Manager.

B.  Event staffing for cleaning of restrooms and areas as specified through work orders from the Facility Manager.

C.  Comprehensive maintenance cleaning including, but not limited to, all public areas, meeting rooms, offices, restrooms, and service areas, etc. Billing will be based on a Daily charge at the Convention Center. The number of personnel will be determined by the contractor but quality of work must meet the terms of this agreement. Maintenance cleaning at Reunion Arena and Farmers Market will be charged on an hourly basis and their Facility Manager will determine the number of workers.

D.  Supplies for cleaning facilities: The contractor will provide all cleaning equipment, including all supplies necessary to perform cleaning functions. All supplies must meet LEED Specifications. Refer to Exhibit VI.

The City has the right to reject any supplies. (A typical restroom will be stocked with toilet paper, soap, paper towels, air freshner and toilet covers) Refer to Exhibit IV.