Item 4D MemoItem 4D
Page 1 of 2
M E M O R A N D U M
(February 2, 2021)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve a contract renewal for the Southlake Town Square
parking garage & street sweeping, power washing, and porter
services to Southlake Leasing and Management dba Regent
Services in an amount not to exceed $135,000.
Action
Requested: Approve a contract renewal for the Southlake Town Square parking
garage & street sweeping, power washing, and porter services to
Southlake Leasing and Management dba Regent Services in an
amount not to exceed $135,000.
Background
Information: On January 23, 2019, sealed proposals were received from three
vendors for parking garage & street sweeping, power washing, and
porter services in the Southlake Town Square development. On
February 19, 2019, City Council awarded this contract to Southlake
Leasing and Management dba Regent Services with four one-year
renewal options; this is the second of four renewal options.
This contract includes: daily sweeping of the two parking garages
and the public streets within the Town Square development; daily
sweeping of the DPS Headquarters’ parking garage; monthly power
washing of the north and south entry of Town Hall; power washing
of the parking garage stairwells; and daily emptying of all trash
containers within Town Square.
Financial
Considerations: Southlake Leasing and Management (Regent Services) will not
increase their pricing for this period of performance, February 2021
through February 2022.
For the past three fiscal years, the City has spent the following with
Regent Services for these services.
• FY 2018, $ 77,829
• FY 2019, $ 138,681
• FY 2020, $ 126,703
Item 4D
Page 2 of 2
The increase in expenses from FY 2018 to FY 2019 was due to an
increase in contract services such as power washing at crosswalks
and additional cleanups. Additionally, RPAI Southwest
Management reimburses the City for 91.75% of the maintenance
expenses associated with the Town Square parking garages.
Staff is requesting that City Council authorize up to $135,000 in
expenditures with this vendor should the need arise for additional
services on an as need basis. Funding for these services is
available via the General Fund from FY 2021 Facilities Operating
Budget. Expenditures will not exceed budgeted funds.
Strategic Link: This item links to the City’s Strategy Map strategic focus areas of
Infrastructure and Partnerships & Volunteerism. It specifically
relates to the City’s Corporate Objectives, B2: Collaborate With
Select Partners To Implement Service Solutions, and F2: Invest To
Provide & Maintain High Quality Public Assets.
Citizen Input/
Board Review: None.
Legal
Review: The City Attorney reviewed original proposal documents as to form.
Alternatives: The City Council may approve or deny the contract renewal.
Staff
Recommendation: Approve a contract renewal for the Southlake Town Square parking
garage & street sweeping, power washing, and porter services to
Southlake Leasing and Management dba Regent Services in an
amount not to exceed $135,000.
Supporting
Documents: Attachment A: Contract extension documents
Staff
Contact: Rob Cohen, Director of Public Works
Hunter Harris, Project Manager
January 12, 2021
Southlake Leasing and Management dba Regent Services
101 St. Louis Avenue
Fort Worth, Texas 76104
Attn: Mr. Chaney Russell
Subject: Notification of Contract Renewal for Southlake Town Square Parking Garage & Street Sweeping, Power Washing and
Porter Services RFP1901B200TS190001
Dear Mr. Chaney:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for “Southlake Town
Square Parking Garage & Street Sweeping, Power Washing and Porter Services RFP1901B200TS190001 ”. This renewal shall
become effective February 19, 2021 and after City Council approval (CC Award date _________) and shall continue in full
force based on the terms and conditions of the initial award.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted – such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations: IF STATED IN RFP DOCUMENT
Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to two (2) additional
one (1) year annual renewals.
City Contact: KURT ACKERMANN 817-748-8102
Send all billing to: City of Southlake
1400 Main Street, Suite 420, Accounts Payable
Southlake, TX 76092 or Email: accountspayable@ci.southlake.tx.us
Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817 -748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager CPPO, CPPB
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifka@ci.southlake.tx.us Attest: ________________________
Fax: 817-748-8010
Amy Shelley, TRMC
Contract Renewal Accepted: City Secretary
Signed: ____________________ Date: ______________ Approved as to Form and Legality:
Mayor Laura Hill _____________________
City of Southlake City Attorney
SOUTHLAKE
0
ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
Council Action(/N
January 28,2020 Ord./Res.No. CsAS\ v-k
Date Approved a-I A I ao
Southlake Leasing and Management dba Regent Services
101 St. Louis Avenue
Fort Worth, Texas 76104
Attn: Mr.Chaney Russell
Subject: Notification of Contract Renewal for Southlake Town Square Parking Garage& Street Sweeping, Power Washing and
Porter Services RFP1901B200TS190001
Dear Mr.Chaney:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Southlake Town
Square Parking Garage& Street Sweeping, Power Washing and Porter Services RFP 1901 B200TS 190001". This renewal shall
become effective February 19, 2020 and after City Council approval (CC Award date at4 2,U ) and shall continue in full
force based on the terms and conditions of the initial award.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations:IF STATED IN RFP DOCUMENT
Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to four(4)additional
one(1)year annual renewals.
City Contact: KURT ACKERMANN 817-748-8102
Send all billing to: City of Southlake
1400 Main Street, Suite 420,Accounts Payable
Southlake,TX 76092 or Email: accountspayable(a ci.southlake.tx.us
Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
I`' '
Tim Slifka
Purchasing Manager CPPO, CPPB
City of Southlake
1400 Main Street, Suite 420 111Iiiii
Southlake,Texas 76092 1 pv-(H 1_,110,,
Attest: 1. 4 i
tslifka@ci.southlake.tx.us f
Fax: 817-748-8048 AmyS`elley, TRM
4• 37'
Contract Renewal cepted:
City Secretary F-
Signed: ,. i. t $1 Date: a./`W'?-b Approved as to Form and L—a ).
cc...v.6A
Mayor Laura Hill
City of Southlake City Atto •,y
1/17/2020 Ci.southlake.tx.us Mail-Fwd:Street Sweeping Contract Renewal
USOUTHLAKE Timothy Slifka <tslifka@ci.southlake.tx.us>
Fwd: Street Sweeping Contract Renewal
Lydia Ruiz<Iruiz@ci.southlake.tx.us>
Fri, Jan 17, 2020 at 9:24 AM
To: Timothy Slifka <tslifka@ci.southlake.tx.us>
Here you go.
Lydia Ruiz
Public Works Admin
City of Southlake
1400 Main Street, Suite 320
817-748-8098
Forwarded message
From: Lydia Ruiz<Iruiz@ci.southlake.tx.us>
Date: Wed, Jan 8, 2020 at 1:32 PM
Subject: Fwd: Street Sweeping Contract Renewal
To: Timothy Slifka <tslifka@ci.southlake.tx.us>
Hi Tim,
Regent's contract for Street Sweeping is coming up for renewal. The email chain below indicates there will be no increase
in cost from Regent. Do you need anything else to proceed in renewing their contract?Also,will you be handling the
council item? If so, please let me know how I may assist you.
Thank you,
Lydia Ruiz
Public Works Admin
City of Southlake
1400 Main Street, Suite 320
817-748-8098
Forwarded message
From: Kurt Ackermann <kackermann@ci.southlake.tx.us>
Date: Mon, Jan 6, 2020 at 12:07 PM
Subject: RE: Street Sweeping Contract Renewal
To: Chaney Russell <Chaney@regentsvc.com>, Lydia Ruiz<Iruiz@ci.southlake.tx.us>
Thanks Chaney.
Lydia,
Tim can use this email from Mr. Russell, stating Regent Services will not be increasing their pricing for the Street
Sweeping contract this year.
Kurt Ackermann
Facilities Manager
https://mail.google.com/mail/u/0?ik=1 dc9780fd9&view=pt&search=all&permmsgid=msg-f%3A1655989505017100573&dsgt=l&simpl=msg-f%3A16559... 1/4
1/17/2020 Ci.southlake.tx.us Mail-Fwd:Street Sweeping Contract Renewal
City of Southlake
600 State Street#2010
Southlake, Texas 76092
p) 817-748-8102
f) 817-748-8667
c)817-657-8065
kackermann@ci.southlake.tx.us
From: Chaney Russell [mailto:Chaney@regentsvc.com]
Sent: Monday, January 6, 2020 11:43 AM
To: Kurt Ackermann
Subject: Re: Street Sweeping Contract Renewal
Hey Kurt,
Everything is good as is on our end, no increase needed
Thanks,
Chaney Russell
Regent Services
Sent from my iPhone
On Jan 6, 2020, at 10:28 AM, Kurt Ackermann <kackermann@ci.southlake.tx.us>wrote:
Chaney,
The Southlake City Street Sweeping contract is due for renewal,will Regent Services be making any
pricing changes?
Kurt Ackermann
Facilities Manager
City of Southlake
600 State Street#2010
Southlake, Texas 76092
p) 817-748-8102
https://mail.google.com/mail/u/0?ik=l dc9780fd9&view=pt&search=all&permmsgid=msg-f%3A1655989505017100573&dsgt=l&simpl=msg-f%3A16559... 2/4
1/17/2020 Ci.southlake.tx.us Mail-Fwd:Street Sweeping Contract Renewal
f) 817-748-8667
c) 817-657-8065
kackermann@ci.southlake.tx.us
From: Lydia Ruiz [mailto:Iruiz@ci.southlake.tx.us]
Sent: Monday, January 6, 2020 10:20 AM
To: Kurt Ackermann
Cc: Hunter Harris
Subject: Re: Street Sweeping Contract Renewal
Do you know if Regent will be increasing their cost? I can coordinate with Tim regarding this contract.
Lydia Ruiz
Public Works Admin
City of Southlake
1400 Main Street, Suite 320
817-748-8098
On Mon, Jan 6, 2020 at 10:17 AM Kurt Ackermann <kackermann@ci.southlake.tx.us>wrote:
FYI
I believe Regent Service's Street Sweeping Contract renews this month, see attached.
If not already done, do we need to get with Tim to get it prepped for Council, and put on the agenda ?
Kurt Ackermann
Facilities Manager
City of Southlake
600 State Street#2010
Southlake, Texas 76092
p) 817-748-8102
f)817-748-8667
c) 817-657-8065
kackermann@ci.southlake.tx.us
https://mail.google.com/mail/u/0?ik=1 dc9780fd9&view=pt&search=all&permmsgid=msg-f%3A1655989505017100573&dsgt=1&simpl=msg-f%3A16559... 3/4
1/17/2020 Ci.southlake.tx.us Mail-Fwd:Street Sweeping Contract Renewal
Executed Street Sweeping and Other Services Contract- Regent Services-2019-02-20.pdf>
https://mail.google.com/mail/u/0?ik=1 dc9780fd9&view=pt&search=all&permmsgid=msg-f%3A1655989505017100573&dsgt=1&simpl=msg-f%3A16559... 4/4
Attachment B ORIGINAL DOCUMENT
SOU-
LOF
AKE
CITY OF SOUTHLAKE
111
Council Action. i
Ord./Res.No.
Date Approved All/
January 30,2019
Southlake Leasing&Mgmt, Inc.dba Regent Services
101 St Louis Avenue
Fort Worth,Texas 76104
Attn:Mr.Chaney Russell
Subject Contract Award Notification for Southlake Town Square Parking Garage & Street Sweeping, Power
Washing and Porter Services RFP1901B200TS190001
Dear Mr.Russell:
The City of Southlake is pleased to inform you that Southlake Leasing&Mgmt,Inc.dba Regent Services of Fort Worth,Texas is
the awarded vendor for'Contract Award Notification for Southlake Town Square Parking Garage&Street Sweeping, Power
Washing and Porter Services RFP1901 B200TS190001'. The award and this agreement are based on your proposal to the City,
copy enclosed.This is a single vendor award contract.Your company's award is attached.This award was approved by the City
of Southlake City Council on 14111 .
The terms and conditions proposed and accepted in this agreement are as follows:
Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment)
Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded items exclusively during the term of the contract from the successful
vendors.
Method of Payment Shall be made by City procurement card or purchase order
Delivery Terms: FOB Destination
Delivery Locations:Vendor Delivery or City employee pick-up.
Term of Contract The term of awarded contract shall remain in effect for twelve months from date of award and is
eligible for up to four(4)one(1)year annual renewals
City Contact: Kurt Ackermann 817-748-8102
Send all billing to: City of Southlake
1400 Main Street,Suite 440,Accounts Payable
Southlake,TX 76092 or via email to accountspavabletfici southlake.ix.us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal,state,and
local sales taxes.
All other specifications,terms and conditions shall be as provided in the original procurement documents. No other attachments
to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized
representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka,CPPO,CPPB ttttltt/I!/
Purchasing Manager O)1". LA/CF/i,
City of Southlake Gj ••••......'•• i
1400 Main Street,Suite 440
i O • , mySouthlake,Texas 76092
Attest
4
L . u
tslifika ci.southlake.tx.us I, ->-! 1
Amy ',Rey,TRMC S `
Contract and A -p Acce ted: Deputy City Secretary
J
sltiiWDate: AP ZP19 Approv • F• a NIINI ,
rir 0%
Signed:r
Mayor Laura Hill
City Attorne/City of Southlake
1TUOZ -LO YTiE
1 Y :Iloit4A izkstuoa
bovoiq;A}.::1 Appendix B—Proposal
Submittal Ched (To determine validity of proposal)
r.Appendix B(pages_10^through 20,)must be included ie the proposal submittal
Appendix C Conflict of Interest Form(page 20,must be included in the proposal submittaL
Form 1295 Certificate of Interested Party(page 2,most be included in the proposal submittal
f HB 89 and SB 252 Acknowledgement(page 17,
JO"Required Vendor Equipment and Vehicle List Included
XII ltirohn,al.,uhmittctl to the ( i1% nCtiuuthiake,11x11 Int!Ude llti,page with the suhtnitted I iupo+al.
RFP Number: RFP1901B200TS190001
Project fide:
Southlake Town Square Parking Garage& Street
Sweeping,Power Washing and Porter Services
Submittal 3:00 P.M. (CST), Wednesday January 23, 2019
Deadline,
Submit electronically* to: wwwsecurebidusa.com
Requires email account 1Q&in and password.
Proposer Information:
Proposer's Legal Name: Southlake Leasing&Mgmt,Inc dba(Regent Services
I
Address:. 101 St.Louis Avenue
City,State&Zip Fort Worth,Texas 76104
Federal Employers
Identification Number#-20-5975326
t'zy•Y -• +sp.+ 817-9841297Pboet•Number: 817-984-1761 1
l
E-Mkil Address: crussel regentsvc_com
Proposer Mthorintiott
I,the undersigned,have the authority to execute this Pro, • I in its entirety as submitted and enter into a contract
on behalfofthe Proposer:
Printed Name and Position of Authorized Represernatiy Chain sell;P idem
Signature of Authorized Representative: i
n2Signedthis day)of Z-I® EL - s mont11),20/C1 (Year)
I learned of this Request for Proposals by the following means:
Newspaper Advertisement City E-mail Notification
Southlake Website Cold Call to City
Mailed Me a Copy Er Other
SecureBid
City of Southlake RFP1901B200TS190001 Page 10 of 21
Appendix B—Proposal(conn aed)
L REOUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE
CONSIDERED COMPLETE,AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE
CITY,PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION:
1. Proposed Products and/or Services
A. Product or Service Description: Proposers should utilize this section to describe the technical
aspects, capabilities, features and options of the product and/or service proposed in accordance
with the required Scope of Services as identified in Appendix A. Promotional literature,
brochures,or other technical information may be used.
B. Additional Hardware Descriptions: Proposers should also include in this section a detailed
description of what additional'hardware and/or software, if any,would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Proposer with the Proposal submitted.
D. Proiect Schedule/Delivery Date: Proposer must provide a project schedule noting all projected
completion dates for segments of the Project,from start-up to completion,and all delivery dates for
goods covered by the RFP. The Proposal must show the number of days required to deliver and
install the product or equipment after the receipt of the City's Purchase Order.
2. Cost of Proposed Products and/or Services
A. Pricing: Pricing shall reflect the fill]Scope of Services defined herein, inclusive of all associated
cost for delivery,labor,insurance,taxes,overhead,and profit.
B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of
products or contract segments stated in the Scope of Services and using the following format
1 1tie t t tl L'd yf
R 1•°'aq±ii 'S F 1 o 1
3u+K d 0
J14w»te. 44-;, an", w
DAILY SERVICES X 365
Manual Sweeping/Blowing for Southlake Town
1 Per Svc. Square per Scope of Services 81.02 $29572.30
Manual Sweeping/Blowing for Southlake Town
Square East and West Parking Garages per
2 Per Svc. Scope of Services 36.18 $ 13198.40
Manual Sweeping/Blowing for DPS
Headquarters Parking Garage per Scope of
3 Per Svc. Services 11.04 $ 4029.60
4 Per Can Empty 136 Trash Cans per Scope of Services $ 52.00 S 18980-00
WEEKLY SERVICES X 52
Power Sweep and Vacuum Southlake Town
1 Per Svc. Square per Scope of Services 190.00 $9880.00
Power Sweep and Vacuum Southlake Town
Square East and West Parking Garages per
2 Per Svc. Scope of Services 230.00 $11960.00
Power Sweep and Vacuum DPS Headquarters
3 Per Svc. Parking Garage per Scope of Services 3 85.00 $ 4420.00
City of Southlake RFP190113200TS190001 Page 11 of21
04 ,44PA;,.2.,i;•_,---; G
t f4, • 1.- p43—,
tt'P'Nr •tt,4,G,* •"`A-1 tt "4:
it • 1,1tc' 't't t
MONTHLY SERVICES X 12
Power Wash Southlake Town Square East and
West Parking Garage Stairwells per Scope of
1 Per Svc. Services 385.00 $4620.00
Power Wash Southlake Town Square North and
South Entry Stairways and Landings per Scope
2 Per Svc. of Services 125.00 $ 1500.00
ANNUAL EVENTS
Power Wash Southlake Town Hall Building
North and South Entry Stairways and Landings
l Per Svc. per Scope of Services 85.00 $ 85.00
Power Wash Southlake Town Hall Perimeter
Per Sq. Sidewalks Edge-to-Edge Including Handicap
2 Ft. Ramps and Landings per Scope of Services 03 $ .03
OPTIONAL AS-REQUESTED SERVICES _
Power Wash Southlake Town Square East and
West Parking Garages and DPS Headquarters
Parking Garage Edge-to-Edge Including all
Per Sq. Parking Spaces and Ramps per Scope of
1 Ft. Services 03
Power Wash Southlake Town Hall Perimeter
Per Sq. Sidewalks Edge-to-Edge Including Handicap
2 Ft. Ramps and Landing per Scope of Services S .03
Power Wash Southlake Town Square Paver
Per Sq. Crosswalks Edge-to-Edge Including Handicap
3 Ft. Ramps and Landing per Scope of Services 18
Power Wash Streets and Sidewalks Edge-to-
Per Sq. Edge Including Handicap Ramps and Landings
4 Ft. As Requested per Scope of Services 04
OTHER VENDOR CHARGES
Other Vendor Charges.Please Describe:
I Per Each
Other Vendor Charges.Please Describe:
2 Per Each
Other Vendor Charges.Please Describe:
3 Per Each
tit„Mcgii.".:•WdagniedgiSlikifiX14000:wAPOMP...40.3145-4WA*Waage
TOTAL ALL LINE ITEMS
City of Southlake RFP1981B200TS190001 Page 12 of 21
3. Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective for twelve months from date of award. The
City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion
of the City. The following clauses shall be included in the contract
A. Option CIause:It is agreed that City will have the option to extend the contract for up to four(4)
additional years,in one-year intervals.To exercise this option,the City shall serve notice 30 days
prior to contract termination or to the end of any one-year extension.The Option to Extend will not
be considered if funding is unavailable or if the contractor's past performance is not within the
industry standard.
B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful
contractor may submit documentation requesting permission to increase pricing no later than 30
days after receiving notice from the City of its intent to extend the agreement Escalation may only
occur at the time of renewal and only upon securing the approval of the City in writing.Requests
for price adjustments must be solely for the purpose of accommodating an increase in the
cont actor's cost,not profits.
Vendors shall show in this quote their anticipated percent of escalation if/when the option to
extend is exercised. The percent quoted will be a maximum_ In addition,the percentage proposed
will be a factor in determining the best value to the City. It is the average price over the period of
the contract that will be the price factor considered in the evaluation of this quote.Quotes in which
negative or no escalation is shown will be considered as 0%escalation.
C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates
charged by the Contractor to reflect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall be four percent(4%)per year.
The City shall have authority,in its reasonable discretion,to determine the validity of any change
in Contractor's rates.City cannot exercise the Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.
First Renewal Escalation Percentage 0 %
Second Renewal Escalation Percentage 0 %
Third Renewal Escalation Percentage 0 %
Fourth Renewal Escalation Percentage 0 °
4. Proposer's Experience/Staff
A. Project Team: Identify all members of the Proposer's team (including both team members and
management)who will be providing any services proposed and include information which details
their experience.
B. Removal or Replacement of Staff:If an assigned staff person must be removed or replaced for any
reason,the replacement person must be approved by City prior to joining the project
C. Business Establishment: State the number of years the Proposer's business has been established
and operating. If Proposer's business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals,if different than present,must be provided;
State the number of years' experience the business has: 20 ;and the number of employees:
158 .
City of Southlake RFP1901B200TS19000I Page 13 of 21
D. Project Related Experience: All Proposals must include detailed information that details the
Proposer's experience and expertise in providing the requested services that demonstrates the
Proposer's ability to logically plan and complete the requested project
5. References
Proposer shall provide four(4)references where Proposer has performed similar to or the same types
of services as described herein.
JI
Reference#1:
Client/Company Name:
City of Southlake
Contact Name: Contact Title:
Kurt Ackermann Facilities Manager
Phone: Email:
817-657-8065 kackermann@ci.southlake.bc.us
Date and Scope of Work Provided: Janitorial and related services
Reference#2:
Client/Company Name:
City of Grapevine
Contact Name: Contact Title:
Chad Hester Facility Service Manager
Phone: 817-410-3367 Email: chesteng2grapevinetexas.gov
Date and Scope of Work Provided:
Janitorial and related services
Reference#3:
Client/Company Name:
City of Allen
Contact Name: Contact Title:
Bobby Trevino Contract Manager
Phone: Email: f
214-509-3370 btrevino@cityrofalten.org
Date and Scope of Work Provided: t :.
Janitorial and related services
111;
Reference#4:
Client/Company Name: I lCardingRealEstateGroup,LLC/MARC Group
Contact Name: Contact Title:
Bruce Jemigan
Facilities Manager
Phone: iai1
972-506-3876brutej emi ang @omcworkplace.com
Date and Scope of Work Provided: Janitorial and related services
City of Sonthlake RF P1901B200TS190001 Page 14 of 21
6. Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential Information: This proposal (does) V (does not)contain trade
secrets and/or confidential information. If applicable, describe such trade secrets and confidential
information, and the basis for your assertion that such material qualifies for legal protection from
disclosure.
7. Federal,State and/or Local Identification Information
A. Centralized Master Bidders List registration number. 20-5975326
B. Prime contractor HUB/MWBE registration number N/A
C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number.#
8. Emergency Business Services Contact Notice
Daring a natural disaster,or homeland security event,there may be a need for the City of Southlake to
access your business for products or services after normal business hours and/or holidays. The City
may request City employee pick up or vendor delivery of product or services.
For this purpose,a primary and secondary emergency contact name and phone number are required it
is critical the vendor's emergency contact information remains current City shall be contacted by E-
mail with any change to a contact name or phone number of these emergency contacts.Updates may be
emailed to vendors@ci.southlake.tx.us.
All products or services requested during an emergency event are to be supplied as per the established
contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours
emergency opening of the business,if any. In general,orders will be placed using a City of Southlake
procurement card (Master Card) or City issued Purchase Order. The billing is to include the
emergency opening fee,if applicable.
The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours
emergency opening of the business listed below.
Business Name: Southlake Leasing&Mgmt, Inc dba/Regent Services
Contract#: RFP1901 B200TS190001
Description: Southlake Town Square Parking Garage&Street Sweeping,Power Washing&Porter Svc.
Primary Contact(Name): Chaney Russell
Primary Contact Phone Numbers:Home: 817 984-1761 Cell: 817-789-0425
Secondary Contact(Name): Delano Mlles
Secondary Contact Phone Numbers:Home: 817 984-1761 _ Cell: 817-915-4578
After Hours emergency opening fee,if applicable:$ N/A
City of Southlake RFP1901B200TS190061 Page 15 of21
9. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City,may desire,but are not
obligated, to purchase goods and services defined in this RFP from the successful Bidder. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity's debts. Each
governmental entity will place their own orders with the successful Bidder and be responsible for
ensuring full compliance with the RFP specifications. Prior to other governmental entities placing
orders,the City will notify the successful Bidder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement
with the City.
J] Yes,Others can purchase I No,Only the City can purchase
Il. CONTRACT TERMS AND CONDITIONS EXCEPT WHERE PROPOSER MAKES SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL,ANY CONTRACT RESULTING FROM THIS
RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER
HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A
PROPOSAL:
1. Delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City,payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Products and Services:All products furnished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Proposal,to
the satisfaction of City and in accordance with the specifications, terms, and conditions of the
Scope of Services,and all services performed shall be warranted to be of a good and workmanlike
quality,in addition to,and not in lieu of,any other express written warranties provided.
C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule,the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such costs within ten days of invoice.
D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder,if any,the title
and risk of loss of the goods shall not pass to City until City actually receives,takes possession,
and accepts the goods and the installation of such goods,has tested the system,and determined that
it is in good and acceptable working order.
2. Miscellaneous l•,
1; IA. independent Contractor.Proposer agrees that Proposer and Proposer's employees and agents have
no employer-employee relationship with City. Proposer agrees that if Proposer is selected and
awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act
FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers
Compensation Insurance payments, or any other insurance payments, nor will City furnish any
medical or retirement benefits or any paid vacation or sick leave.
B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to
another without the written consent of the Purchasing Manager. Such consent shall not relieve the
assigner of liability in the event of default by the assignee.
City of Southlake RFP1901B200TS190001 Page 16 of 21
C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor,goods,and services which may be provided to the City by Proposer or
Proposer's vendor(s),and if the City requests,a proper release of all liens or satisfactory evidence
of freedom from liens shall be delivered to the City.
D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or
otherwise,were offered or given by the successful Proposer,or its agent or representative,to any
City officer,employee or elected representative,with respect to this RFP or any contract with the
City,and that if any such bribe is found to have been made this shall be grounds for voiding of the
contract.
E. Financial Participation: Proposer certifies that it has not received compensation from the City to
participate in preparing the specifications or RFP on which the Proposal is based and
acknowledges that this contract may be terminated and/or payment withheld if this certification is
inaccurate.
F. Required Licenses:Proposer certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
0. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer
certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind
the Proposer to any resulting contract.
H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and
Proposer will strictly comply with, all applicable federal,state,and local laws,ordinances,rules,
and regulations.
I. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time
while providing products or services to the City of Southlake.
vi Yes,we agree No,we do not agree
J. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran,
Sudan or a foreign terrorist organization while providing products or services to the City of
Southlake.
v'] Yes,we agree I No,we do not agree
3. Financial Responsibility Provisions
A. Insurance: The Proposer, consistent with its status as an independent contractor,shall carry, and
shall require any of its subcontractors to carry,at least the following insurance in such form,with
such companies,and in such amounts(unless otherwise specified)as City may require:
i. Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the
State of Texas;
ii. Commercial General Liability insurance, including Blanket Contractual Liability,Broad
Form Property Damage, Personal Injury, Completed Operations/Products Liability,
Premises Liability,Medical Payments, Interest of Employees as additional insureds, and
Broad Form General Liability Endorsements,for at least One Million Dollars($1,000,000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
1,000,000)Combined Single Limit Bodily Injury and Property Damage.
City of Southlake RFP1901B200TS190001 Page 17 of2l
B. Indemnification: Proposer agrees to defend,indemnify and hold harmless the City,all of its
officers,Council members,agents and employees from and against all claims,actions,suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,
court costs and related expenses,arising out of,connected with,or resulting from any acts or
omissions of Proposer or any agent,employee,subcontractor,or supplier of Proposer in the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees.
C. $ond Requirements: Prior to the commencement of work on this Project,Proposer shall deliver to
the City the following bonds issued by a good and sufficient surety licensed by the State of Texas
and satisfactory to the City:
i. A payment bond in the amount of 100%of the total contract amount insuring the full and
prompt payment of all persons performing labor and/or furnishing materials in connection
with this Project;
ii. A performance bond in the amount of 100% of the total contract amount insuring full,
faithful, and prompt performance of the responsibilities contained in this contract within
the time parameters provided herein
is
City of Southlake RFP1901B200TS190001 Page 18 of 21
Appendix C-Form CIQ
JNFORMATION REGARDING VENDOR CONFLICT OF INTEREST OUESTIONNAIRE
WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an
employment or business relationship with an officer of the City that results in taxable income exceeding$2,500
during the preceding twelve—month period,or an officer or a member of the officer's family has accepted gifts
with an aggregate value of more than$250 during the previous twelve—month period and the person engages
in any of the following actions:
1. contracts or seeks to contract for the sale or purchase of property,goods or services with the City,
including any ofthe following:
a. written and implied contracts,utility purchases,purchase orders, credit card purchases and any
purchase of goods and services by the City;
b. contracts for the purchase or sale of real property,personal property including an auction of
prey;
c_ tax abatement and economic development agreements;
2. submits a bid to sell goods or services,or responds to a request for proposal for services;
3. enters into negotiations with the City for a contract;or
4. applies for a tax abatement and/or economic development incentive that will result in a contract with
the City
THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:
I. Mayor and City Council Members;
2. City Manager;
3. Board and Comrvission members and appointed members by the Mayor and City Council;
4. Directors of 4A and 4B development corporations;
5. The executive directors or managers of 4A and 4B development corporations;and
6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City.
EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was
a political contribution,a gift to a member of the officer's family from a family member;a contract or purchase of
less than$2,500 or a transaction at a price and subject to terms available to the public;a payment for food,lodging,
transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or
agency.
WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a
Conflict of Interest Questionnaire"(FORM CIQ)which is available online at www.ethics.state.tx.us and a copy of
which is attached to this guideline.The form contains mandatory disclosures regarding"employment or business
relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the
questionnaire.
WHEN:The person or business must file: I,
1. the questionnaire—no later than seven days after the date the person or business begins contract discussions
or negotiations with the municipality,or submits an application,responds to a request for proposals or
bids,correspondence,or other writing related to a potential contract or agreement with the City;and
2. an updated questionnaire—within seven days after the date of an event that would make a filed
questionnaire incomplete or inaccurate.
It does not matter if the submittal of a bid or proposal results in a contract.The statute requires a vendor to file
a FORM CIQ at the time a proposal is submitted or negotiations commence.
WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance
Department.The Finance Department is required by law to post the statements on the City's
website
ENFORCEMENT:Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed
5500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business
days after the person received notice of a violation.
NOTE:The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire.
City of Southlake RFP1901B200TS190001 Page 19 of 21
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the taw by H.B.1491,80th Lag„Regular Session. OFFICE USE ONLY
This questionnaire is being flied in accordance with Chapter 176,Local Government Code pate Received
by a person who has a business relationship as defined by Section 176.001(1-a)with a local
governmental entity and the person meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental
entity not later than the 7th business day after the date the person becomes aware of facts 1 j
that require the statement to be filed. See Section 176.006.Local Government Code.
A person commits an offense if the person knowingly violates Section 176.006. Local
Government Code.An offense underthis section Is a Class C misdemeanor.
Name of person who has a business relationship with local governmental entity.
4///4.-
Jx 6
aCheck this box If you are filing an update to a previously filed questionnaire.
The law requires that you file an updated completed questionnaire with the appropriate filing authority not
later than the 7th business day atter the date the originally filed questionnaire becomes incomplete or inaccurate.)
3 i
Name of local government officer with whom filer has employment or business relationship.
Name of Officer G i
This section (item 3 including subparts A, 6. C & D) must be completed for each officer with whom the filer has an
employment or other business relationship es defined by Section 176.001(1-a),Local Government Code. Attach additional
pages to this Form CIO as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income,other than investment
income,from the filer of the questionnaire?
nYes No
B. Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income,from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity?
Yes No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local
government officer serves as an officer or director,or holds an ownership of 10 percent or more?
Yes n No
D. Describe each employment or business relationship with the local government officer named in this section.
i
j
i
Signature of person doing business with the governmental entity Date j, l
Adopted 0612812007
City of Southlake RFPI901B200TSI90001 Page 20 of 21
CITY OF
SOUTHLAKE
ADDENDUM NUMBER#1
To: All Proposers Date:January 14,2019
Request for Proposal: RFP1901B200TS190001 Southlake Town Square Parking Garage&Street
Sweeping,Power Washing and Porter Services
Proposal Due Date: 3:00 p.m.,Wednesday January 23,2019
1. Addendum No.1.dated January 14.2019,per Addendum#1,the City of Southlake is answering vendor
submitted questions.
QUESTION: Pricing Question:Oational As Renuested Services Line Items
Same question for item 1,2,3,4
Do you just want a per square foot price-or-are we to measure those areas and give a
price for entire structure or described area?
For instance-item I is it X per square foot OR Total structure square footage-700,000
square feet times X per square foot=$Y
The bid says we are to measure the square footages,but the bid only seems to ask for the
square foot pricing. Can you chine
ANSWER: The City is requesting a square foot price for the Optional As-Requested items. Full
location cleaning may not be required. No minimum square footage guaranteed for these
Optional As-Requested services.
2. There are no other chanties,
Waft, 99a4fei
Shares Jackson
Chief Financial Officer
City of Southlake
In the submission of th,./proposal, '...+oser must acknowledge receipt of this addendum. Proposer shall
acknowledge this adden by • d returning one copy of this notice with their proposal submission.
Signed:Dated:0 aa—le? •
111PCompalName: _ .., r. : • .+:i! Ili I _A at
ay ofSounAtake•Roma Department• 1400 MinSbee4 Soh 440• SootMeAe,Texas 70092
517.748.8312
i
Equipment list
Regent Services
Name 1 Serial it Model#
Whitiker 110066400003614
Whitiker 10066360001344
Powerflite 114July06D5 j
Floor Grinder Ser#8-7967CP400_
I
Wet Vac ISN18W0 SN18WD
Wet Vac 0402200161 WD17351--
Powerflite 22MARO7AKAD15036
Dehumiffier 33272 F292
Carpet Fan EX070810088
Carpet Fan EX070810715
Carpet Fan IEX070810697
Carpet Fan i missing tag
Steamer 09-17444
Wet Vac 10A3237 PF53
Wet Vac 8D3067 PF55 j l
Powerflite 33079
Spray Machine 10110582
Kyvac DTRS141150866
Kyvac CTRS141150816
Powerflite vac P08J27080 PF2008
Powerflite vac P08J27086 PF2008
Echo vac P11012117828 ES-210
Echo vac Toro 310137192 51599
Sand blaster 124L3876 6.5 C.E
Power Wash Trailer
Trash Trailer
Max Air Fan BF42BD f
Kobota 78598 RTV 900 W6-H
J
Rigid Power washer AM045196 RD80701
Lawn Mower Weedeater 033107M057569 96114000310 — k
Echo weedeater 572812083847 SMR-210 r
Vacuum _ i100653 101336
Chop Saw 168513 028715 _— I
Power Washer GBCT-1152492 390 —
Power Washer AM2315322
Hydro Scrubber 201100419 ANT3C
Extractor
Power-Flite high speedI,
t
Power-Flite high speed •
Power-Flite vac
4
Breeze-CN2152 01130590 j
Diversey Pad Driver 4972114 8504-710 II!
Diversey Buffer 376154000004696000 8003-790 I
Dri-Pod drying Fan 08940 i DRD451 i.
Dri-Pod drying Fan 08931 DRD451
Dri-Pod drying Fan 08969 DRD451 _
Dri-Pod drying Fan 08962 DRD451I
Power Boss Atlas Street
Sweeper 13020447
a NOY
tlaIYYWttmeleYetMYYILIYYYL1YalunauWYYYWWYYMWWYYMYtl YIMUn Y1MN41YIY:IM6'IfINOiYYCIMYWYYYINIYBLYA-
IYatiala11omunMYPnrniumpYmAilibWY1di6lifLYUMYYWndok YIRYINIYFIL'ft;O1Y1m41W1YP.LW1nittle YMYIYYWdYII
Cl)ent#:95645 18REGENSER 1
ACORD.CERTIFICATE OF LIABILITY INSURANCE
DATE(setlCD1WY1)
1123/2019
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT:If the cell holder M an ADDITIONAL INSURED.the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed.
N SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,gain policies may require an endorsement.A statement on
this certificate does not confer any rights to the certificate holder In lieu of such endorsem•rd(s).
PRODUCM
ESWIer
Marsh Northam 1211,.B,a;817336-3030 016,x,Net 817 3364257
1600 West Seventh Street MAIL
Fort Worth,TX 76102.2506
A
INSURERS) COVERAGE RAC N)
INSURER A:Manned Insurance Comparry 10677
INSURED seuREe a:Texas Mutual Insurance Company 22945
Southlake Leasing&Management
DBA Regent Services
INSURER C:
INSURES! :
101 Saint Louis Avenue
D
Fort Worth,TX 76104
INSURER E.
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POUCIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS is
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS.
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. UMIT3 SHOWN MAY HAVE BEEN REDUCED BYgPAID
D
CLIMS-
NIDI TYPE OF INSURANCE
A I
POUCYNuNam AW Y i treApOI ) LIwrs
A X COMMERCIAL GENERAL LLABLITY EPP0239879 04101/2018 04/0112019 EACH OCCURRENCE 51.000,000
C<.AIMS-WOE n OCCUR i ea) 5500.000
X BI/PD Dad:$1,000 MED EXP(nycum ,) $10,000
PERSONAL&ACV INJURY s1,000,000
GENU AGGREGATE UNIT APP LES PER: GENERAL AGGREGATE s2,000,000
1 POLICY R lictC4 1 1 Loc
PRODUCTS-coP AGO s2,000,000
OTHER
5
A Aurawoan.E UABIUrY EBA0239879 04/01/2018 04/
011201siLMIt 51.000,000
X my sum
BODILY INJURY(Per person) $
OWNEDY -SCSINJURYEDBODILY (Per accident) $
AUTOS ONLX /:11RTECII OM.Y X AUTOSOH9 P sc ,
aY
te $
s
A X UMBRELLA 1-443 X OCCUR EPP0239879 04/0112018 04/011201*.EA HIXCURReICE x10,000,000
EXCESS Les CLAIMS-MADEAGGREGATE 110,000,000
DED X RL=IENTIONSO
B WORKERS COSIPEIMATION TSF0001231967 04/01/2018 0410112019 X OTH,
AND P1PLOYERS'LARTN rY
ANY PIwPRIEr CUTTVE
r/N EL EACH ACCIDENT 51,000,000
OFRGERIMEMBER CLUDE]'U D N I A
rMndMerY In NFL) EL DISEASE-EA EMPLOYEE 51,000,000
If i ttss__IP11pN OF OPERATIONS belowunder EL DISEASE-POLICY LIMIT $1,000,000
pEgCg
DESCRIPTION OF OPERATIONS/LOCATORS/VEHICLES(ACORO 101,Addlliunal Remarlu Schedule,may Ds attached If moss space is,squi,ed)
Named Insured Continued to read:DFW Facility Maintenance,Inc.
Commercial General Liability Coverage Form-GA101TX 09/10
Additional Insured by Contract-AA4171 11/05
Blanket Waiver of Subrogation-Auto-AA4172 09/09
Texas Waiver Of Our Right To Recover From Others Endorsement-WC420304B 06114
See Attached Descriptions)
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
City of Southlake THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
1400 Main Street ACCORDANCE WITH THE POLICY PROVISIONS.
Southiake,TX 76092
AUTHORIZED REPRESENTATIVE
WO
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e d Mahe d A/uah USA oris
1988-2015 ACORD CORPORATION.All rights reserved.
ACORD 25(2016103) 1 of 2 The ACORD name and logo ere registered marks of ACORD
18CLS
81014502/M963478