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Item 4B Authorize a contract renewal with Regent Services for street sweeping and porter services in Town Square Item 4B 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 4B for your consideration. Staff seeks City Council approval of a contract renewal for street sweeping and porter services in Town Square. 1 Requested Action Authorize a contract renewal with Regent Services (Southlake Leasing and Management) for street sweeping and porter services for Southlake Town Square in an amount of $75,000. Staff recommends that City Council Authorize a contract renewal with Regent Services (Southlake Leasing and Management) for street sweeping and porter services for Southlake Town Square in an amount of $75,000. 2 Town Square Sweeping Contract Services Sweep public parking garages Sweep public streets Sweep DPS-HQ Parking garage Power washing Town Hall entryways and parking garage stairwells Empty 130 trash containers As a part of the City’s responsibility for maintenance within Town Square, City staff manages the contract for street sweeping of 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 entries of Town Hall and power washing of the parking garage stairwells is also included in the contract. The contract also provides for the daily emptying of all the trash containers within Town Square. 3 Town Square Sweeping Council awarded sweeping contract on February 18, 2014 to Regent Services Contract allows for four annual renewals This year is the second renewal Excellent service and responsive On January 31, 2014, sealed proposals were received from three vendors for street sweeping of the public streets and public parking garages in the Southlake Town Square development. On February 18, 2014, City Council awarded the sweeping contract to Regent Services. This contract provides for four annual renewals, and this year is the second renewal. Regent Services is also the City’s vendor for janitorial services for all of the City’s facilities. They have provided excellent service and are always very responsive to the City’s needs and requests. 4 Sweeping Services Map This map shows the public streets and parking garages covered under this contract outlined in yellow. The surface parking lots outlined in red are not covered in the city’s contract. It should be noted that the City owns a mechanical street sweeper. However, this street sweeper is mainly for sweeping curb and gutter streets, and is too tall to be used in the parking garages. 5 Trash Container Services This map shows the locations of the trash containers included in the contract for daily service. 6 Funding – Operating Budget of the Public Works Streets Division Town Square Sweeping Funding for these services is available in the operating budget of the Streets Division RPAI Southwest Management reimburses the City for 91.75% of the cost to provide sweeping service for the Town Square parking garages. Regent Services is not increasing their pricing in FY2016. The City pays $5,564.06 per month for a total of $66,768.72 for these services, and expects to spend the same amount in FY2016. However, staff is requesting that City Council authorize up to $75,000 in expenditures with this vendor should the need arise for additional street sweeping or power washing in Town Square due to unforeseen circumstances. 7 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 This item relates to the City’s strategy map focus area of Infrastructure and Partnerships & Volunteerism. It specifically relates to the City’s Corporate Objective to provide and maintain high quality public assets and to collaborate with select partners to implement service solutions. 8 Bob Price 817-748-8097 9 For questions concerning this item, please contact Bob Price at 817-748-8097. Thank you for your attention.