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Item 4G Authorize expenditures with Regent Services (Southlake Leasing) for janitorial services in City facilities in FY16 in an amount not to exceed $200,000 Item 4G Good evening Honorable Mayor and members of the City Council. This is Cristina McMurray, Deputy Director for Public Works, and I will be presenting Item 4G for your consideration. 1 Requested Action Authorize expenditures with Regent Services (Southlake Leasing) for janitorial services in City facilities in FY16 in an amount not to exceed $200,000 Staff recommends that City Council: Authorize expenditures with Regent Services (Southlake Leasing) for janitorial services in City facilities in FY16 in an amount not to exceed $200,000 2 Facility Maintenance Division Maintain buildings in good working condition Maintain buildings clean and orderly The City’s Facilities Services division is responsible for the maintenance of all the buildings owned and operated by the City of Southlake. This responsibility includes managing the janitorial services contract for all City facilities to keep them clean and orderly. Regent Services (Southlake Leasing) has provided janitorial services for all City facilities since FY 2011 through an inter-local agreement with the City of Grapevine. Staff has been very pleased with the services provided by Regent Services. They are very thorough and responsive to the City’s needs. 3 Funding available in Facilities Operating Budget & the Marq Budget Rates are staying the same Facility Maintenance Division Since the janitorial services contract exceeds $50,000 on an annual basis, City Council must authorize expenditures for janitorial services every year. Regent Services is holding their prices at the same rate. However, In FY16 with the opening of phase I of the Community Recreational center, The Marq, the contract amount for janitorial services will need to increase. In addition, staff is requesting authorization from City Council to spend up to $200,000 with this vendor in the event that additional cleaning services are required due to a special event or unforeseen circumstance. The renewed contract will run for the period of October 21, 2015 through October 20, 2016. 4 City of Southlake Strategy Map Critical Business Outcomes CBO1 - Continue to implement Southlake 2030 Plan by focusing on short-term initiatives. CBO2 - Become an employer of choice by developing a plan to recruit, develop and retain employees committed to excellence. CBO3 - Develop long-term strategies to address future financial uncertainties and challenges. CBO4 - Improve mobility by proactively completing traffic analysis of key areas. CBO5 -Optimize resources through collaboration and partnerships to reduce costs and add service value. The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing efficiency, fiscal responsibility, transparency, and sustainability. Deliver on Our Focus Areas Performance Management & Service Delivery C1 Achieve the highest standards of safety & security C2 Provide travel convenience within City & region C3 Provide attractive & unique spaces for enjoyment of personal interests C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment C5 Promote opportunities for partnerships & volunteer involvement Serve our Customers Manage the Business B1 Achieve best-in-class status in all City disciplines B2 Collaborate with select partners to implement service solutions B3 Enhance resident quality of life & business vitality through tourism B4 Provide high quality services through sustainable business practices B5 Enhance service delivery through continual process improvement B6 Optimize use of technology Provide Financial Stewardship Promote Learning and Growth F1 Adhere to financial management principles & budget F2 Invest to provide & maintain high quality public assets F3 Achieve fiscal wellness standards F4 Establish & maintain effective internal controls L1 Ensure our people understand the strategy & how they contribute to it L2 Enhance leadership capabilities to deliver results L3 Attract, develop & retain a skilled workforce L4 Recognize & reward high performers L5 Empower informed decision-making at all levels in the organization C6 Enhance the sense of community by providing excellent customer service and citizen engagement opportunities L6 Foster positive employee engagement The maintenance of the city’s building facilities links to the city’s strategy map relative to focus area of Infrastructure. The specific corporate objective that is met by this approval is investing to provide and maintain high quality public assets. 5 Bob Price 817-748-8097 6 For questions concerning this item, contact Bob Price at 817-748-8097. Thank you for your attention.