RFP # 2025-002 JANITORIAL SERVICES

Solicitation ID:

2025-0002

Status:

Posted

Contact Name:

Julie Criswell

Contact Number:

(903) 583-7451

Contact Email:

jcriswell@fanninco.net

Response Due Date:

6/17/2025

Response Due Time:

4:00 PM

Agency/Texas SmartBuy Member Number:

C0740

Posting Requirement:

Emergency (Less than 14 days) or Procurement Under 25,000

Solicitation Posting Date:

6/6/2025

Last Modified:

6/6/2025 5:44 pm

Class/Item Code:

93439-Janitorial Equipment Maintenance And Repair;
98300-Rental Or Lease Services Of Clothing, Janitorial, Laundry, Lawn, Painting, Spraying, Laboratory And Textile Equipment;
95863-Janitorial Management Services;
91039-Janitorial/Custodial Services;
48500-Janitorial Supplies, General Line;
48506-Bottles, Glass (For Cleaners, Detergents, And Janitorial Supplies);
48508-Bottles, Plastic (For Cleaners, Detergents, And Janitorial Supplies);
48600-JANITORIAL SUPPLIES, GENERAL LINE, ENVIRONMENTALLY CERTIFIED BY AN AGENCY ACCEPTED CERTIFICATION ENTITY;
48565-Janitorial Equipment And Supplies (Not Otherwise Classified);

Theenclosed REQUEST FOR PROPOSAL and accompanying SPECIFICATIONS are for yourconvenience in submitting an offer for the enclosed referenced JANITORIALSERVICES.

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TheCommissioners Court of Fannin County, TX reserves the right to accept or rejectany/or all proposals as it shall deem to be in the best interest of FanninCounty. Receipt of any proposalshall under no circumstances obligate Fannin County to accept the lowestproposal . The award of the contract or contractsshall be made to one or more responsible contractor or contractors whoseproposal is determined to be the most attractive to Fannin County, resultingfrom negotiation, taking into consideration the relative importance of priceand other evaluation factors set forth in the request for proposal.

Proposals shall include this RFP and alladditional documents submitted. Eachproposal shall be placed in a separate sealed envelope, manually signed in inkby a person having the authority to bind the firm in a contract and markedclearly on the outside as outlined below.

SUBMISSION OF PROPOSALS

One(1) original and three (3) copies of all proposal documents shall be sealed andsubmitted as contractor's response to:

FANNIN COUNTY

PURCHASING AGENT

JULIE CRISWELL

101 E. SAM RAYBURN DR.

SUITE 313

BONHAM, TX 75418

(903) 583-0054

SUBMITTALS MUST BEFILED IN THE COUNTY PURCHASING AGENT OFFICE BEFORE 4:00 PM TUESDAY, JUNE 17,2025

Label envelope: RFP # 2025-002 JANITORIAL SERVICES

SUBMITTALS SHALL BEOPENED AT 4:15 PM TUESDAY, JUNE 17, 2025 IN THE FANNIN COUNTY PURCHASINGAGENT’S OFFICE, 101 E. SAM RAYBURN DR. SUITE 313, BONHAM, TX 75418

SELECTION AND AWARD PROCESS

FanninCounty uses a two-step process for the final selection or selections for awardingthe Janitorial service proposal.

Step 1 consists ofa Qualifications package to be submitted by Janitorial companies interested inbeing considered. The County may selectup to three (3) short-listed companies based on evaluation of the writtenmaterials submitted. Short-listedcompanies may be asked to submit additional information.

Step 2 consists ofthe election of one or more finalist following interviews with the short-listedcompanies. The County initiatesnegotiations with the selected company or companies. If negotiations are unsuccessful, the Countyenters in to the process with the next highest ranked short-listed company. Any contract is subject to the approval ofthe Commissioners Court.

NO INDIVIDUAL OF ANY COUNTY DEPARTMENTHAS THE AUTHORITY TO LEGALLY AND/OR FINANCIALLY COMMIT THE COUNTY TO ANYCONTRACT, AGREEMENT OR PURCHASE ORDER FOR GOODS OR SERVICES, UNLESSSPECIFICALLY SANCTIONED BY THE REQUIREMENTS OF THE REQUEST FOR PROPOSAL .

ADDENDA TO THE REQUEST FOR PROPOSAL

Requestsfor interpretations and clarifications of the RFP may only be made in writing.All requests must be submitted in writing to Julie Criswell, Purchasing Agent, atjcriswell@fanninco.net.

Itshall be the responsibility of each vendor, prior to submitting the competitiveproposal, to check the website to confirm if addenda were issued and to makesuch addenda a part of the competitive proposal.

LATEPROPOSALS

Proposalsreceived in the Purchasing Office after submission deadline shall be returnedunopened and will be considered void and unacceptable. Fannin County is not responsible for latenessof mail, carrier, etc., and time/date stamp in the Purchasing Office shall bethe official time of receipt.

ALTERING PROPOSALS

Anyinterlineation, alteration, or erasure made before receiving time must beinitialed by the signer of the proposal, guaranteeing authenticity.

WITHDRAWAL OF PROPOSAL

Aproposal may not be withdrawn or cancelled by the contractor for a period ofninety (90) days following the date designated for the receipt of proposal, andcontractors so agree upon submittal of their proposal.

PROPOSAL OPENING

Proposalswill be received and publicly acknowledged at the location, date, and timestated above. Contractors, theirrepresentatives, and interested persons may be present. The proposals shall be received andacknowledged so as to avoid disclosure of the contents to competing contractorsand kept secret during negotiations. Allproposals shall be open for public inspection after the contract is awarded,except for trade secrets and confidential information contained in the proposaland identified by contractor as such.

SALES TAX

FanninCounty, Texas is by statute exempt from the state sales tax and federal excisetax; therefore, the proposal price shall not include taxes.

CONFLICT OF INTEREST

Nopublic official or Fannin County employee shall have interest in this contract,in accordance with Vernon, Texas Codes Annotated, Local Government Codes Title5, Submitted C, Chapter 171.

INTRODUCTION

Fannin County is soliciting sealedproposals from qualified vendors for Janitorial services for various owned andleased facilities.

The County desires toreceive proposals limited to the following nine (9) facilities:

#1) The Fannin CountyCourthouse, #2) The Derrell Hall Education Center, #3) The South Annex whichhouses District Court and Tag Office, #4) District Clerk’s offices, #5) The EastAnnex, #6) County Clerk and District Attorney’s office, #7) The Justice of thePeace, Pct.3 - Windom Building, #8) Sheriff’s Office and #9) The Justice of thePeace, PCT 2 – Leonard.

SCHEDULE FOR SELECTION PROCESS

The following projected dates are set forthfor your knowledge and understanding:

· Fannin County begins the RFP Process on June 3, 2025

· A Pre-Bid Conference will be held June 9, 2025 at10:00 AM

· Written questions must be directed to Julie Criswell at jcriswell@fanninco.net . Questions related to definitions or interpretations of the RFP must besubmitted in writing on or before June 13, 2025

· Proposals are due no later than June 17, 2025 at 4:00PM

· Proposals will be opened June 17, 2025 at 4:15 PM

· A Screening Committee will meet with candidates June 24,2025 at 2:30 PM and the Commissioners Court will follow up with theScreening Committees decision no later than July 1, 2025.

RIGHT OF COUNTY TOCANCEL REQUEST FOR PROPOSALS, TO ELECT NOT TO AWARD, TO REJECT SUBMITTALS, ANDTO WAIVE INFORMALITIES OR IRREGULARITES

I. PROPOSAL TERMS

· The CommissionersCourt of Fannin County reserves the right to reject any and all proposalsreceived as a result of this RFP. If oneor more proposals are selected, it will be the most advantageous regardingprice, quality of service, the independent contractor's qualifications, andcapabilities to provide the specified service, and other factors, which may beconsidered in the best interest of the County. The County does not intend to award a contract fully based on anyresponse made to the proposal. The Countyreserves the right to consider proposals for modifications at any time before acontract would be awarded, and negotiations would be undertaken with theindependent contractor or contractors whose proposal is deemed to best meet theCounty’s specifications and needs.

· Proposalsmust be signed by an official authorized to bind the independent contractor toits provisions for a period of no less than (90) days. Failureof the successful bidder to accept the obligation of the contract may result inthe cancellation of any award.

· Inthe event it becomes necessary to revise any part of the RFP, addenda will beprovided. The deadline for submission ofproposals may be adjusted to allow for revisions. To be considered, the entire proposaldocument, with any amendments, should be returned by the specified date, timeand method identified on page 1 of this document.

· Proposalsshould be prepared simply and economically providing a straightforward, concisedescription of the independent contractor's ability to meet the requirements ofthe RFP. Proposals shall be written inink or typewritten. No erasures arepermitted. Mistakes may be crossed outand corrected and must be initialed in ink by the person signing the proposal.

· Theprice quotations from the contractor stated in this proposal will not besubject to any price increase from the closing date of this RFP to the mutuallyagreed to date of contract. It is anticipated that if a contract is awarded forthese services that services will begin on July 1, 2025.

· FanninCounty reserves the right to increase or decrease the amount of janitorialservices based upon annual budget constraints with fifteen (15) days’ notice.

· Fannin County reserves the right to award a separatecontract to separate vendors for each item/group or to award one or more contractfor the entire RFP.

· During the contract term Fannin County reserves the rightto add or remove locations as determined necessary by the County with fifteen (15)days’ notice. If locations are modified the contract pricing may be adjustedaccordingly.

II. PRE-BID CONFERENCE

A non-mandatory Pre-Bid Conference will be held at 10a.m. on June 9, 2025 at the Courthouse, 101 E. Sam Rayburn Dr, Bonham, Texas inthe 2nd floor conference room. All interested parties will have anopportunity to be given a tour of the nine (9) buildings within the scope of thisagreement. Proposers not in attendance maynot have another opportunity to view buildings.

III. PROPOSAL SPECIFICATIONS

Please provide the following information asattachments:

· Independentcontractor’s qualifications

· Yearsin business

· Experienceproviding the level and type of service specified in the RFP.

· Three (3) currentreferences of janitorial service agreements covering similar services listed inthe proposal. Include company name, contact name, phone number and emailaddress.

Note: Government references arepreferred.

IV. EVALUATION CRITERIA

The following criteria will be usedby some County employees to evaluate the proposals and make a selection:

v 10% Qualifications of key personnel –Cleaning and supervisory staff duly qualified,

capable and bondable to fulfill and abideby specifications. All staff must pass abackground check.

v 20% Experience – Experience in janitorialservices, including years and history

v 10% Reference – Respondents shallprovide a minimum of three (3) current references

of janitorial service agreements coveringsimilar services listed within this proposal packet.

v 30% Fee schedule/cost of service

v 20% Project/Service approach

v 10% Supplies – Quality of cleaning supplies based on submittal of

manufacturers and samples, if applicable

County staff may choose to meet with the top ratedofferors. Any additional informationrequested shall be considered as part of the proposal and evaluated assuch. Fannin County reserves the rightto negotiate a best and final offer with the selected vendor.

V. STANDARD CONTRACT PROVISIONS

Should a contract be awarded, the selected contractor orcontractors will be required to adhere to a set of general contract provisionsthat will become a part of any formal agreement. The following is a summary ofthe general terms and contract provisions that apply to all independentcontractors of service to Fannin County.

A. GENERAL TERMS – INDEPENDENTCONTRACTOR RESPONSIBILITIES

1. The independent contractor is to report to the County’sdesignated representative and will cooperate and confer with him/her asnecessary to insure satisfactory work progress.

2. All reports, estimates, memoranda and documents submittedby the independent contractor must be dated and bear the independentcontractor's name and be submitted to the County’s designated representative.

3. All reports made in connection with these services aresubject to review and final approval by the County’s designated representative.

4. The County may review and inspect the independentcontractor's activities during the term of this contract.

5. If applicable, the independent contractor shall submit afinal, written report to the County’s designated representative.

6. After reasonable notice to the independent contractor, theCounty may review any of the independent contractor's internal records,reports, or insurance policies.

7. The independent contractor will provide the requiredservices personally and will not subcontract or assign the services without theCounty’s prior written approval.

8. The independent contractor will not hire any Countyemployee for any of the required services without the County’s prior writtenapproval.

9. All employees hired bythe independent contractor must pass a background check before completing anyscope of work for the county.

10. TheIndependent contractor has the right to hire employees as needed. Each employee’slegal name, address and driver’s license number must be submitted to the CountyJudge where a criminal background check will be completed prior to receivingaccess to any of the County’s buildings.

11. The parties agree that the independent contractor isneither an employee nor an agent of the County for any purpose.

B. INDEMNIFICATION/HOLD HARMLESS AGREEMENT

The contractor agrees to indemnify and save harmlessthe County and its officers and employees from all claims and liability due toactivities of itself, its agents, or employees, performed under this contractand which are caused by or result from error, omission, or negligent act of theProvider or of any person employed by the contractor. The contractor shall also indemnify and saveharmless the County from any and all expense, including, but not limited to,attorney fees which may be incurred by the County in litigation or otherwiseresisting said claim or liabilities which may be imposed on the County as aresult of such activities by the contractor or its employees. The contractor further agrees to indemnifyand save harmless the County from and against all claims, demands, and causesof action of every kind and character brought by any employee of the contractoragainst the County due to personal injuries and/or death to such employeeresulting from any alleged negligent act by either commission or omission onthe part of the contractor.

C. INSURANCE REQUIREMENTS

Any successful offerorshall be required to show evidence of Comprehensive General Liability Insuranceand Automobile Liability Insurance with Fannin County, Texas, listed asadditional named insured. Any successfulofferor shall also be required to carry Workers' Compensation Insurance in fullcompliance with the laws of the State of Texas.

Thesuccessful bidder shall furnish certificates of insurance as outlined below:

A. Certificates ofInsurance

1. Shall furnishcertificates of insurance issued by an insurance company authorized to dobusiness in the State of Texas and who have consistently maintained an AM BestRating of A-, A, A+ or A++ since January 1, 2003. The certificate shall provide that thecoverage not be reduced or cancelled without thirty (30) days advance writtennotice to Fannin County, Purchasing Office, 101 E. Sam Rayburn Drive, Suite 313Bonham, TX 75418.

2. The certificateof insurance and the underlying insurance policies shall name Fannin County asan additional insured.

B. Insurance PolicyLimits Requirements

1. Shall providecomprehensive general liability insurance and comprehensive automobileliability insurance, each policy having limits no less than One HundredThousand and no/100 ($100,000.00) Dollars per claimant / Three Hundred Thousandand no/100 ($300,000.00) Dollars / per occurrence; Three Hundred Thousand andno/100 ($300,000.00) Dollars aggregate; of Three Hundred Thousand and no/100($300,000.00) Dollars combined limits.

2. In addition tothe insurance policies required in Paragraph B(1), above, shall also provide anexcess liability policy of insurance with limits no less than One Million andno/100s ($1,000,000.00) Dollars.

C. Coverage’sRequired in Comprehensive General Liability Insurance Policies.

1. The comprehensivegeneral liability insurance policy shall include coverage for the following:

a. Premisesoperations

b. Independentcontractors

c. Products /completed operations

d. Personal injury

e. Advertisinginjury

f. Contractualliability

g. Medical payments

h. Undergroundhazard

i. Explosion andcollapse hazard

2. The comprehensivegeneral liability insurance policy shall name Fannin County as an additionalinsured.

D. CoveragesRequired in Comprehensive Automobile Liability

Thecontractor shall provide comprehensive automobile liability insurance,including coverage for loading and unloading hazards, and for owned/leasedvehicles.

D. BOND

Each proposer must submit a bidbond or cashier’s check for five percent (5%) of the total amount bid. Once the RFP is awarded,the successful vendor must submit a performance and/or payment bond for the full amount of the award prior to commencementof work.”

E. COMPLIANCE WITH LAWS AND REGULATIONS

Theindependent contractor will comply with all federal, state, and localregulations, including, but not limited to, all applicable OSHA/MIOSHArequirements and the Americans with Disabilities Act.

F. INTEREST OF INDEPENDENT CONTRACTOR AND FANNINCOUNTY

Theindependent contractor promises that it has no interest that would conflictwith the performance of this contract. No officer, agency, employee of Fannin County, or member of itsgoverning body, may participate in any decision relating to this contract whichaffects his/her personal interest or the interest of any corporation,partnership or association in which he/she is directly or indirectlyinterested, or has any personal or pecuniary interest.

G. CONTINGENT FEES

Theindependent contractor promises that it has not employed or retained anycompany or person, other than bona fide employees working solely for theindependent contractor, to solicit or secure this contract, and that it has notpaid or agreed to pay any company or person, other than bona fide employeesworking solely for the independent contractor, to solicit or secure thiscontract and that it has not paid or agreed to pay any company or person, otherthan bona fide employees working solely for the contractor, any fee,commission, percentage, brokerage fee, gifts or any other considerationcontingent upon or resulting from the award or making of this contract. For breach of this promise, the County maycancel this contract without liability or, at its discretion, deduct the fullamount of the fee, commission, percentage, brokerage fee, gift, or contingentfee from the compensation due the independent contractor.

H. EQUAL EMPLOYMENT OPPORTUNITY

Theindependent contractor will not discriminate against any employee or applicantfor employment because of race, creed, color, sex, sexual orientation, nationalorigin, physical handicap, age, height, weight, marital status, veteran status,religion or political belief (except as it relates to a bona fide occupationalqualification reasonably necessary to the normal operation of thebusiness). The independent contractoragrees to post notices containing this policy against discrimination inconspicuous places available to applicants for employment and employees. All solicitations or advertisements foremployees, placed by or on behalf of the independent contractor, shall statethat all qualified applicants shall receive consideration for employmentwithout regard to race, color, creed, sex, sexual orientation, national origin,physical handicap, age, height, weight, marital status, veteran status,religion, or political belief.

I. EQUAL ACCESS

Theindependent contractor shall provide the services without discrimination basedon race, color, religion, national origin, sex, sexual orientation, maritalstatus, physical handicap, or age.

J. OWNERSHIP OF DOCUMENTS AND PUBLICATION

As a resultof this contract, all documents developed will be freely available to thepublic; none may be copyrighted by the independent contractor. During the performance of the services, theindependent contractor will be responsible for any loss of or damage to thedocuments while they are in its possession and must restore the loss or damageat its expense. Any use of theinformation and results of this contract by the independent contractor mustreference the project sponsorship by Fannin County. Any publication of the information or resultsmust be co-authored by the County.

J. ASSIGNS & SUCCESSORS

This contractis binding on the County and the independent contractor, their successors andassigns. Neither the County nor theindependent contractor will assign or transfer its interest in this contractwithout the prior written consent of the other.

K. TERMINATION OF CONTRACT

In cases oftermination without cause, either party may terminate the contract by givingthirty (30) days written notice to the other party.

L. PAYROLL TAXES

Theindependent contractor is responsible for all applicable state and federalsocial security benefits and unemployment taxes and agrees to indemnify andprotect the County against such liability.

M. CHANGES IN SCOPE OR SCHEDULE OF SERVICES

Changesmutually agreed upon, by the County and the independent contractor will beincorporated into this contract by written amendments signed by both parties.

N. CHOICE OF LAW AND FORUM

This contractis to be interpreted by the laws of Texas. The parties agree that the proper forum for litigation arising out ofthis contract is Fannin County, Texas.

O. EXTENT OF CONTRACT

This contractrepresents the entire agreement between the parties and supersedes all priorrepresentations, negotiations, or agreements, whether written or oral.

VI. TERMS AND SPECIAL CONDITIONS

A. TERM OF CONTRACT

The initial term of thecontract shall be for the nine (9) facilities outlined in this RFP for a 12-monthperiod beginning July 1, 2025 and ending June 30, 2026. Upon the conclusion of this initial 12 months, the County, at its optionmay terminate this contract, or may choose to extend the contract for a one (1)year period. Thereafter, the contract may be extended for all of the County’sfacilities for two (2) additional one (1) year periods under like terms andconditions. Notice of intent to renew would be issued in writing by Fannin Countythirty (30) days prior to the expiration dates of the contract.

B. EQUIPMENT, SUPPLIES, AND MATERIALS

Theindependent contractor will provide all necessary equipment required in orderto perform the services of this contract. Such equipment shall be approved by the County. The contractor is responsible for keeping theequipment safe and operable at all times.

The Countywill supply electrical power, hot and cold water, hand soap for designateddispensers, toilet paper, paper towels, and in-office receptacle plastic bagsused for the collection of trash. Thecontractor must maintain a record of the supplies used from the County’s stockinventory and request replacement products quarterly from the County’sPurchasing Department in writing allowing at least 30 days for receipt oforder.

Thecontractor will provide all other cleaning material and supplies for thesatisfactory cleaning of the facilities. All cleaning products shall be compatible with the building materials. Compatibility shall be determined by themanufacturer’s recommendations, and approved by the County. No additional charges shall be made for theseitems.

C. INITIAL CLEANING REQUIREMENT

Thecontractor, in addition to the initial month’s services, shall bring allfacilities up to contract standards during the first month of thecontract. This initial cleaning will bein addition to routine cleaning tasks, but will not be billable as additionalwork performed. The contractor, his/hersupervisor(s), and the County’s designated representative will meet prior tothe first week of the contract to ensure that the facilities will meet thecontract standards. Failure tosuccessfully complete this initial phase may be a determining factor forwithholding payment until standards are met or terminating contract.

D. PERSONNEL QUALIFICATIONS

Thecontractor shall have an active, experienced, trained, competent, and reliable employee,with supervisory control dedicated to the County facilities during contracthours to supervise the janitorial services provided hereunder; and he/she shallbe authorized to represent and act for the contractor. All supervisors must be fluent in English andhave an intimate knowledge of the various cleaning tasks, equipment, andmaterials, so as to be able to maintain and control an effective QualityControl Program.

All janitorialemployees will be subject to and must pass a criminal background check and mustbe able to meet the requirements stipulated with the United States Departmentof Justice Employment Eligibility Verification Form (I-9).

E. SCHEDULING AND ACCESS TO BUILDING

Access to thebuildings shall be as directed by the County. Contractor’s employees are not to be accompanied in their work areas onthe premises by any other person (adult or minor) unless said persons areauthorized contractor employees. Thecontractor shall be responsible for all persons admitted to the facility by thecontractor, its officers, agents, or employees. The contractor shall establish procedures to ensure that all buildingspaces are secured as required by the County.

Thecontractor shall schedule all required services so as not to interfere with Countyoperations. All County Offices are openfrom 8:00 am to 5:00 pm, Monday through Friday. Contractor’s work shall be accomplished during building non-use hoursexcept for the District Attorney/County Clerk Building, Sheriff’s Office andJustice of the Peace, PCT 2. Those four offices will be cleaned during business hours. Refer to SectionVIII. FACILITIES LISTING for eachfacilities operating hours and exceptions. Variances in schedules shallrequire prior approval of the County’s designated representative.

F. BILLING AND PAYMENTS

Thecontractor shall submit a monthly invoice by the 10 ^th of each monthfor the prior month’s work.

Invoicesshall be mailed to:

Fannin County

AccountsPayable

101 E. SamRayburn Drive

Suite 302

Bonham,TX 75418

Or emailedto:

ap@fanninco.net

Payment fromthe County for work performed in accordance with the contract shall be duethirty (30) days from receipt of the monthly invoice. The County may withhold any payment orpartial payment otherwise due the contractor as a result of unsatisfactoryperformance by the contractor. Theamount shall be withheld until such work is corrected.

VII. CLEANING SPECIFICATIONS FOR FANNIN COUNTY FACILITIES

COMMON AND PUBLIC AREAS

The following tasks will be performed at all facilities:

A. DAILY TASKS

1. Sweep, pick upand dispose of debris in entry approach areas

2. Vacuum all entry mats

3. Vacuum carpetedtraffic (open) areas in all offices; spot treat spills/soiled areas and removegum

4. Dust mop/damp mop allhard surface flooring (including hallways and restrooms)

5. Damp wipe anddisinfect drinking fountains

6. Damp wipe clearconference tables and countertops

7. Empty all waste andrecycle receptacles into appropriate collection containers

8. Spot clean doors andwalls, as needed

9. Clean both sides ofentry door glass; dry frames

10. Clean all sinks andcountertops

11. Clean and disinfectrestrooms:

a. Ceramic tile floor –sweep and mop with germicide

b. Floor drains – removelitter from screens, seal traps

c. Wall surfaces – removespots with germicide

d. Hand sinks – cleanwith germicide; scour if needed

e. Countertop surfaces –clean with germicide and dry

f. Mirrors – clean withglass cleaner and dry

g. Commodes – cleanentire fixture with germicide; brush interior under flush rim; dry exterior,seat and polish plumbing

h. Urinals – clean entirefixture with germicide; brush interior under flush rim; dry exterior, seat andpolish plumbing

i. Stall partitions –clean with germicide and dry

j. Trash receptacles –empty (reline if soiled) and reposition; damp wipe with germicide

k. Hand soap dispensers –refill, unplug nozzle and clean with germicide

l. Paper towel dispensers– refill, clean with germicide and dry

m. Toilet tissuedispensers – refill, clean with germicide and dry

n. Sanitary napkinreceptacle – empty, reline with waxes bag liner; clean interior and exteriorwith germicide

o. Fog buildings. UseCounty provided Fogging machine and disinfectant solution.

B. WEEKLY TASKS

1. Cleanboth sides of glass, including sidelight glass, hall glass and office/partition glass, dry frames

2. Dust:

Windowblinds and ledges, spot clean interior windows

Dust/damp wipe file cabinets,wall shelving and bookshelves

Wall decorative items

Coat Racks

Plants and plant containers

3. Vacuumall carpeted areas including seating areas, around and under desks including edge work, perform detail vacuum

4. Scrub Restrooms

5. Clean baseboards

6. Refill Hand Sanitizer Stations

C. MONTHLYTASKS

1.Damp cloth cleaning of all desks/workstations, based on predetermined schedule establishedthrough the County’s designated representative

2. Dust office machines (copiers, fax machines,shredders, etc.)

3. Dust courtrooms and stair railings at theCourthouse

3. Clean light fixtures (open fluorescent typeto remove bugs) in ceilings less than ten (10) feet high

4. Clean interior and exterior of trashreceptacles

5. Clean all interior upper glass

6. Wipe down elevators (clean off fingerprints)

6. Mop Courthouse stairs and Courthouse woodfloors twice a month

Carpet Cleaning, Wax Stripping and other items that areneeded periodically will be discussed with the Contractor and priced separatelyfrom this RFP.

VIII.FACILITY LISTING AND COST PROPOSALS

The County facilities listed below are covered in thisRFP. The list below identifies thelocation, service frequency, special janitorial needs (in addition to thedaily, weekly, monthly and yearly tasks identified in Section VII. CleaningSpecifications for Common and Public Areas) and other relevant comments foreach facility. The contractor will propose the total cost per month (daily, weekly,monthly, and additional tasks combined) for each facility. The costs per location will be used tocalculate an overall budgetary total and compare proposals.

1. SOUTH ANNEX- 210S. MAIN STREET

336 ^TH DISTRICT COURT

TAG OFFICE

This facilityhouses the District Court and The Tag Office and is frequented by severalmembers of the public every day. Cleaning cannot commence until Court is concluded. There are 2 restrooms in the courtroom area andone in the Tag Office. Men’s Restroom has one stall and one urinal and a sink. Women’srestroom has two sinks, and 5 stalls. Tag Office restroom has one stall. Tag Office has kitchen area. Courtroom is to be vacuumed and dusted onregular basis. The upstairs to thisfacility is not included in this scope of work.

Please propose this facility at both a daily clean (5 days)and (3 days) per week.

Total Cost per Month (daily, weekly, & monthly tasks combined): ____________ (5 DAYS)

Total Cost per Month (daily,weekly, & monthly tasks combined): ____________(3 DAYS)

2. EAST ANNEX-1203E. SAM RAYBURN DR

JUVENILE PROBATION

DPS (DRIVER’S LICENSE)

MISC COUNTY OFFICES (5)

This facility experiences a lot of traffic and needs to becleaned daily. There are two bathrooms,each with two stalls and a sink. Thereis a small kitchen area with a sink and a conference room in addition to theoffices. There is a front lobby.

Please propose this facility at both a daily clean (5 days)and (3 days) per week

Total Cost per Month (daily, weekly, & monthly tasks combined): ____________ (5 DAYS)

Total Cost per Month (daily,weekly, & monthly tasks combined): ____________ (3 DAYS)

3. DISTRICT ATTORNEY/

COUNTYCLERK

800 EAST2 ^ND STREET

This facility provides offices for the District AttorneyStaff and the County Clerk's staff. There are two restrooms, the women’s restroom has 2 stalls, and themen's has 2 stalls and a urinal. Thereis a conference room and a kitchen area.

Please propose this facility at both a daily clean (5 days)and (3 days) per week.

Total Cost per Month (daily, weekly, & monthly tasks combined): ____________ (5 DAYS)

Total Cost per Month (daily,weekly, & monthly tasks combined): ____________ (3DAYS)

4. COUNTY OFFICES(DISTRICT CLERK)

200 EAST 1 ^ST STREET

This facility has two restrooms consisting of two toilets,a urinal and three sinks. There is asmall kitchen area with one sink. Cleaning the adjacent warehouse is not part of this RFP. There is one conference room, a lobby andseveral offices.

Please propose this facility at both a daily clean (5 days)and (3 days) per week.

Total Cost per Month (daily, weekly, & monthly tasks combined): _________ (5 DAYS)

Total Cost per Month (daily,weekly, & monthly tasks combined): __________ (3 DAYS)

5. JUSTICE OF THE PEACE, PCT. 3

711STATE HWY 56 - WINDOM

This facility has two restroomsconsisting of 2 toilets and 2 sinks, a lobby area, offices and a court area.There is a small kitchen area with one sink. Also 1 water fountain and 1 deepsink (cleaning) in the back. Please propose this facility at a clean 2 timesper month.

TotalCost per Month (daily, weekly, & monthly tasks combined): ___________ (2X aMONTH)

6. DERRELLHALL EDUCATION CENTER

2505 N. CENTER STREET

This facility has a largeconference/meeting area, a kitchen, two restrooms and offices.

At times, the facility is usedevenings and on weekends for special meetings. County will notify contractor of schedule conflicts. This facility only requires cleaning three timesa week unless contractor is advised differently and compensated.

Total Cost per Month (daily,weekly, & monthly tasks combined): ____________ (3 DAYS)

7. COURTHOUSE

101 E. SAM RAYBURN DRIVE

This 3 story facility providesoffices for several departments. 1st floor consists of 6 offices, a courtroom,jury room, mail room and two restrooms consisting of 5 toilets, 2 urinals and 3 sinks; and 2 waterfountains by the elevator. 2nd floor consists of 3 offices, a large courtroom,conference room, breakroom with 1 sink and restrooms two restrooms consistingof 2 toilets and 2 sinks. 3rd floor consists of 5 offices, courtroom balconyand 1 restroom with 1 toilet and 1 sink; there are 2 water fountains by theelevator.

Total Cost per Month (daily, weekly& monthly tasks combined): __________________________

(1stfloor - 3 days per week, 2nd floor - 2 days per week, 3rd floor - 1 day perweek)

8. SHERIFF’S OFFICE

2375 SILO ROAD

Thisfacility will need the following: Dusting of offices and public areas, trash removal in offices/publicareas/break area/restrooms. Disinfect/clean five bathrooms, including toilets, sinks, showers (whereapplicable) and floors. Disinfect/cleanbreak area and floors. Sweep/mop/vacuumflooring for all offices, hallway, entry way and reception area. Restock restrooms/break area withsupplies. Maintain inventory (includingsubmission of orders for new/restocking of supplies) has five restrooms.

Restrictedoffices (such as the Armory/Evidence room) will not be cleaned by Janitorialstaff. Cleaning must occur duringbusiness hours (M-F 8:00am-5:00pm). Propose this office to be cleaned once aweek.

Total Cost per Month (daily, weekly, &monthly tasks combined): ___________ (1X a WEEK)

9. JUSTICE OF THE PEACE, PCT 2

111 W. COLLINS, LEONARD, TX75452

Thisfacility has no restrooms. 2 offices, small entry way and file area. This office will need minimal vacuuming, sweeping,mopping, dusting, glass cleaning and garbage removal. Approximately 350 sq feet. Cleaning mustoccur during business hours (M-F 8:00am-5:00pm). Proposethis facility at a clean 2 times per month.

TotalCost per Month (daily, weekly, & monthly tasks combined): ___________ (2X aMONTH)

AUTHORIZED SIGNATURE

Signature and Date CompanyName

Print Name Company Address

Title County,State, and Zip Code

Telephone Number Fax Number

Federal Tax ID Number EmailAddress

The above individual must beauthorized to sign on behalf of the company submitting the proposal. Proposals must be signed by an officialauthorized to bind the provider to its provisions for at least a period of ninety(90) days.

Disclosure of Interested Parties

Form 1295

House Bill 1295, adopted by the 84 ^th Legislature,created §2252.908, Texas Government Code. Section2252.908 requires a business entity entering into certain contracts with agovernmental entity or state agency to file with the governmental entity orstate agency a disclosure of interested parties at the time the business entityis awarded the contract to the governmental entity or state agency.

§2252.908, Texas Government Coderequires the commission to adopt rules necessary to implement the newdisclosure requirement and to prescribe the disclosure form. Section 2252.908requires the disclosure form to be signed by the authorized agent of the contractingbusiness entity, acknowledging that the disclosure is made under oath and underpenalty of perjury. Section 2252.908 applies only to a contract that requiresan action or vote by the governing body of the governmental entity or stateagency before the contract may be signed or has value of at least $1 million.Section 2252.908 provides definitions of certain terms occurring in thesection. House Bill 1295 provides that §2252.908 applies only to a contractentered into on or after January 1, 2016.

An interested party is defined asa person who has a controlling interest in a business entity with whom agovernmental entity or state agency contracts or who actively participates infacilitating the contract or negotiating the terms of the contract, including abroker, intermediary, advisor, or attorney for the business entity.

Contractors are required toacquire Form 1295 via the Texas Ethics Commission website. This requiresregistration, generation of Form 1295 with a unique Certificate Number &filing date, printing the form, signing and returning the form to the FanninCounty Purchasing Department.

Once the form is received by thePurchasing and Contract Department, the Buyer associated with the project willlog-in to the Texas Ethics Commission Portal and acknowledge the receipt of theform not later than the 30 ^th day after the date of the contract forwhich the form was filed binds all parties to the contract. This will completethe form for the contract with which the form is associated. The completed formwill be made available via the Texas Ethics Commission website.