Item 4E CITY OF
SOUTHLAKE Item 4E
MEMORANDUM
(October 18, 2016)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Authorize expenditures with Regent Services (Southlake
Leasing) for janitorial services in City facilities in FY 2017 in an
amount not to exceed $200,000
Action
Requested: Authorize expenditures with Regent Services (Southlake Leasing)
for janitorial services in City facilities in FY 2017 in an amount not to
exceed $200,000.
Background
Information: The Public Works 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. Services provided by Regent Services include the
following: general cleaning, restroom sanitation, floor maintenance,
carpet cleaning, special cleaning, window washing, and glass
cleaning. Refer to Attachment C for a more detailed break down of
the services that Regent Services provides to the City of Southlake
facilities.
Financial
Considerations: Regent Services has provided janitorial services for all City facilities
since FY 2011 through an inter-local agreement with the City of
Grapevine. The City of Grapevine bid these services in FY 2011
and awarded the contract to Regent Services with four additional
annual renewals.
In preparation for FY 2017 execution, Southlake partnered with the
City of Grapevine to award an additional year to Regent's base
contract. Grapevine determined that Regent was the best value for
this service since Regent has provided satisfactory service to both
Cities and has not asked for a contract price increase since 2014.
Furthermore, renewing the contract has additional labor savings in
the cost avoidance for the development and review of a request for
proposals as well as chairing a selection committee.
Pagel of 3
Item 4E
In FY 2016, the Southlake janitorial contract was expanded to
include janitorial services at The Marq. The original pricing was
based on cleaning office space; however, due to the types of
activities and events at The Marq including food and beverage, the
FY 2017 cost is increasing by an overall 3.77%. This brings the
total cost for providing janitorial services at City buildings to
$198,292.20 for FY 2017.
The State of Texas and the City of Southlake purchasing
requirements have been met by purchasing this service through an
inter-local agreement with the City of Grapevine.
Funding is budgeted in the annual Facilities Operating Budget.
Square Ft. City Facility Annual Cost
76,222 Town Hall $ 55,245.72
86,000 DPS East $ 59,856.00
21,573 DPS West $ 15,014.76
7,000 Municipal Service Center $ 4,872.00
4,200 Senior Center $ 2,923.20
4,800 Parks Construction Trailer $ 2,784.00
3,600 Nature Center $ 2,505.60
2,154 Tennis Center $ 10,740.00
* Parking Garages (7 days/week) $ 2,195.16
38,924 DPS North $ 11,241.12
23,367 The Marq (Community Rec Center $ 30,914.64
Phase 1) (7 days/week)
TOTAL $198,292.20
*This is forjanitorial service in the parking garage elevators.The sweeping of
the parking garages is covered under a separate contract.
Strategic Link: 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.
Citizen Input/
Board Review: N/A
Legal Review: N/A
Alternatives: The City Council may approve or deny this request.
Page 2 of 3
Item 4E
Supporting
Documents: Attachment A: Renewal Letter with the City of Grapevine dated
June 8, 2016 for Contract RFB 357-2011
Attachment B: Proposal from Regent Services
Attachment C: Janitorial Specifications
Attachment D: Contract RFB 357-2011
Staff
Recommendation: Authorize expenditures with Regent Services (Southlake Leasing)
for janitorial services in City facilities in FY 2017 in an amount not to
exceed $200,000. The renewed contract will run for the period of
June 20, 2016 through June 19, 2017.
Staff Contact: Rob Cohen, Director of Public Works
Cristina McMurray, C.P.M, Deputy Director Public
Works/Operations
Page 3 of 3
Attachment A
GRAPEVI .
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Renewal Notification
South ake Leasing Management DBA Regent Services
Attention-, Chaney Russell
1307 811 Avenue Ste. B-2
Fort Worth, Texas 76104
June 8, 2016
Re: CONTRACT RENEWAL LETTER
City of Grapevine Contract with Renewals: Professional Service Contract
Contract Title: Janitorial Services
Renewal Options: Final Renewal Option
Rene al period: June 20, 2016 through June 19, 2017
Rene al Purchase Order: PO-20878 (All invoices must reference this P.O.)
The above referenced contract with P.O. 20478 will expire on June 19, 2016.
The Ci:y of Grapevine has decided to renew this contract based on your intent to
renew conformation and updated pricing dated May 23, 2016 with the same
Terms and Conditions for the renewal period noted.
Please sign this Contract Renewal letter and return to Lance Wright at
Iwri h# ra evinetexas. ov or fax 817-410-3066 within five business days of
notifica ion. All invoices must reference the current Purchase Order number
2087$ lor Janitorial Services.
Please return this renewal letter, an original 1295 form and a current Insurance
Certificate if required in the contract. The City appreciates your excellent service
and commitment to our needs on this contract and we look forward to continuing
this successful business relationship.
Please et me know if you have any questions.
Sincerely,
l
I
Lance Wright
Purchasing Coordinator
Purchasing (817) 410-3336; Fax (8I7) 410-3066
Office Address: 501 Shady Brook Drive, Room #108, Grapevine, Texas 76051
Page I of 2
Attachment B
Tervices ent
A Full Service Janitorial Contractor
"Helping Texas Shine One Building at a Time!"
A
Janitorial Proposal
For
Kurt Ackermann
City of Southlake
1400 Main st
Southlake, TX 76092
Presented By:
Chaney Russell
Regent Services
101 St. Louis Avenue
Fort Worth, Texas 76104
817-424-5600
SUMMARY OF CHARGES
FOR: City of Southlake 10/01/2016
A. JANITORIAL SERVICE
Calculations are based on the Contractor providing all labor, supervision, management,
equipment, small tools and insurance required to perform the services and schedules outlined
herein. Expendable rest room supplies such as hand towels, toilet tissue, sanitary products,
hand soap and plastic trash bags will be provided by Regent.
The following monthly charges are based on current square footage cleaned five (5) times per
week.
Janitorial Service Sp. Ft. Monthly Annual
Town Hall 76,222 $4,603.81 $55,245.72
DPS East 86,000 $4,988.00 $59,856.00
DPS West 21,573 $1,251.23 $15,014.76
Public Works 7,000 $ 406.00 $ 4,872.00
Seniors Center 4,200 $ 243.60 $ 2,923.20
Parks Maintenance 4,800 $ 232.00 $ 2,784.00
Nature Center 3,600 $ 208.80 $ 2,505.60
Tennis Center 2,154 $ 895.00 $10,740.00
Parking Garage (elev) 7 days a week $ 182.93 $ 2,195.16
DPS North $ 936.76 $11,241.12
The MARQ 23,367 (7 days) $2576.22 $30,914.64
Totals $16524.35 $198.292.20
B. SQUARE FOOTAGE ADJUSTMENT RATE:
Additions or deletions to the cleanable square footage will be adjusted at the above rates. The
building manager will notify the Contractor of all additions or deletions each month.
C. PAPER SUPPLY ESCALATION AND USAGE ADJUSTMENT
In the event paper supplies increase more than 5% of the agreed upon amount, Contractor will
inform the Customer and additional charges will be made on the monthly invoice.
Carpet cleaning will be charged as an extra service except where scheduled in the
specifications. Charges by types of cleaning are as follows:
1. Whittaker Method $.08 per sq. ft.
2. Hot Water Extraction $.10 per sq. ft.
3. Full Restoration $.14 per sq. ft.
D. EXTERIOR WINDOW CLEANING:
- 2 -
Not Included
SUMMARY OF CHARGES
Page 2
E. HOLIDAYS:
The Contractor normally observes the following holidays:
New Year's Day Memorial Day Fourth of July
Labor Day Thanksgiving Day Christmas Day
F. EMERGENCY AND SPECIAL LABOR REQUEST RATE:
Regular hours $17.50 per hour
After hours and weekends $24.50 per hour
G. INVOICING AND PAYMENT:
Invoices are issued on the first day of the current working month and are due by the 15th of the
current working month.
Square footage adjustments and changes occurring after the billing date are "adjusted" on the
following month's invoice.
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PROVISIONS OF AGREEMENT
THE CONTRACTOR SHALL,.:
1. Provide all supervision, labor, equipment, cleaning materials, and administration to ensure
performance of services specified in the janitorial specifications.
2. Strive for maximum efficiency and productivity in order to provide quality service at the
lowest possible labor cost.
3. Provide cleaning staff who have been determined to be honest, dependable, and neat in
their personal appearance and in their work habits, and provide this cleaning staff with
appropriate uniforms, if required.
4. Be responsible for proper storage of cleaning equipment and supplies.
5. Instruct cleaning staff to abide by Customer's rules and regulations pertaining to safety and
security while on premises.
6. Exercise that degree of care in the performance of duties necessary to prevent damage to
any part of the building or the furnishings therein.
7. Provide public liability and property damage insurance in the amounts deemed sufficient by
the Customer, to furnish certificates evidencing such insurance, and to hold the Customer
harmless from and indemnified against loss, damage, cost or expense by reason of any
negligence arising from or caused by the negligence of the Contractor, it's officers, agents or
cleaning staff.
S. Cause any or all of the cleaning staff working in this facility to submit a polygraph
examination upon written request from the Customer for such examination. Such polygraph
examinations shall be conducted by a qualified polygraph examiner. The results of each
polygraph shall be shared by the Customer and the Contractor.
9. The cost of the polygraph examination shall be administered as follows:
a. Positive Results ( indicates guilt ) - The Contractor shall pay all costs, plus make
reasonable restitution to the Customer/Tenant.
b. Negative Results ( indicates no guilt ) - The Customer and/or Tenant shall pay all
costs.
c. Inconclusive Results - The Customer may elect to have additional examinations
administered, in which case #1 and #2 would apply; or, the Customer and the Contractor
would negotiate an agreeable settlement or share cost equally.
10. Exercise and control security of keys provided by the Customer. Keys shall be secured in
accordance with the Customer's security regulations and shall not be removed from the
building.
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PROVISIONS OF AGREEMENT
Page 2
THE CUSTOMER SHALL:
1. Provide adequate assembly area for cleaning staff and provide storage facilities for the
cleaning equipment and supplies required to perform the services.
2. Provide trash receptacles.
3. Provide trash disposal facilities.
4. Provide necessary keys for the cleaning staff.
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AGREEMENT
STATE OF Texas
COUNTY OF Tarrant
This Agreement is entered into between Southlake Management and Leasing, 101 St. Louis
Ave., Fort Worth, Texas 76104 City of Southlake 1400Main St, Southlake, TX 76492.
For, and in consideration of, the mutual promises and covenants contained herein and for other
good and valuable considerations, it is agreed as follows:
I. That beginning 10101 , 2018 , Regent Services agrees to:
a. Provide services as defined in the Janitorial Specifications schedules.
b. Perform all work on schedule, except when prevented by strike, Act of God, accident
or other circumstances out of our control.
c. Furnish labor, supervision, materials and equipment necessary to satisfactorily fulfill
this Agreement except as listed in the supplementary schedules noted above.
il. City of Southlake agree/s to:
a. Pay for services rendered five (5) times per week at:
Janitorial Service Sq. Ft. Monthly Annual
Town Hall 76,222 $4,603.81 $55,245.72
DPS East 86,000 $4,988.00 $59,856.00
DPS West 21,573 $1,251.23 $15,014.76
Public Works 7,000 $ 406.00 $ 4,872.00
Seniors Center 4,200 $ 243.60 $ 2,923.20
Parks Maintenance 4,800 $ 232.00 $ 2,784.00
Nature Center 3,600 $ 208.80 $ 2,505.60
Tennis Center 2,154 $ 895.00 $10,740.00
Parking Garage (elev) 7 days a week $ 182.93 $ 2,195.16
DPS North $ 936.76 $11,241.12
The MARQ 23,367 (7 days) $2576.22 $23,714.64
Totals $161524-35 $198,292.20
Additions and/or deletions to cleanable square footage will be adjusted pro-rata.
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AGREEMENT
Page 2
Il. ( CONT-D,)
b. Be responsible for notifying Regent Services of any changes in occupancy of the
premises and/or additions or deletions in cleanable square footage. In the event of an
error in calculation of square footage is made, the Contractor will correspondingly make
billing adjustments on the next scheduled billing date. However, no billing adjustments
will be made for deleted square footage for more than 60 days retroactively from the
date of notification.
c. Not to hire, or enter into a janitorial service agreement with any Regent Services
employees, or third parties associated with Regent Services in the performance of the
services covered in this Agreement, for a minimum of one (1) year after the employees'
or third parties' termination from Regent Services employment, or for a minimum of one
(1) year after the cancellation and/or expiration of this Agreement, without the expressed
written consent of Regent Services
lll. It is agreed that this Agreement shall have no term length, but may be terminated by either
party by giving a Thirty (30) Days Notice to the other; that such notice of termination must be
made in writing and sent "Certified Mail, Return Receipt Requested" ; and that this Agreement
contains all understandings and confirms all promises and stipulations.
In witness whereof, the parties hereto have set their hands this day
of , 20
Southlake Management and Leasing
dba /Regent Services City of Southlake
By: By.
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Attachment C
Janitorial Specifications
For:
A. General Cleaning
1. Hard Surface Floors - swept/dust mopped and wet mopped nightly.
2. Carpeted Floors - vacuumed nightly.
3. Trash Receptacles:
a. Receptacles emptied, liners replaces as needed; trash removed to
collection point.
b. Empty boxes and other articles of trash not in a designated trash
container will be removed only if such items are marked TRASH.
c. Items sitting on top or inside of a trash container will be discarded.
4. Exterior Ash Trays - emptied and wiped clean nightly.
5. Desks, Workstations and Furniture Tops - dusted weekly without
moving paper or files.
6. Interior Glass Doors and Panels - spot cleaned nightly.
7. Drinking Fountains - cleaned and disinfected nightly.
8. Spilled Liquids - wiped up or spot mopped nightly.
9. Entrance Doors, Glass and Mats - glass spot cleaned nightly. Mats
vacuumed nightly.
10. Planters - policed to remove trash and debris as needed.
11. Break Areas - clean table tops, chair seats, counter tops, sinks and
microwaves nightly. Cabinet fronts cleaned as needed for spills.
Appliance tops are to be kept free of dust. Dish washing is not included
but can be added for an additional charge.
12. Janitorial Closets and Storage Areas -
a. Storage shelves cleaned and products stored in a neat and orderly
fashion.
b. Mops cleaned and stored.
c. Sinks cleaned and drains free of mop strings and other debris.
d. Floors swept and mopped.
e. Equipment and tools clean and stored in a neat and orderly
manner.
f. Lights turned off and doors closed and locked.
JANITORIAL SPECIFICATIONS
PAGE 2
B. REST ROOM SANITATION: (five nights each week)
1. Floors - dust mopped then mopped with disinfectant.
2. Toilets, Urinals and wash Basins - cleaned and disinfected.
3. Walls and Partitions - spot cleaned.
4. Mirrors and Bright Metal - cleaned and polished.
5. Sanitary Napkin Receptacles - emptied, cleaned and disinfected.
6. Rest Room Supplies ( towels, tissues, hand soap, etc. ) - replenished
in dispenser.
C. FLOOR MAINTENANCE:
Buffing, scrubbing, stripping and/or refinishing of composition or ceramic tile,
terrazzo, brick pavers and other hard surface floors will be done for proper
maintenance and best appearance in accordance with the following frequencies:
1. Lobby Floor- detail cleaned and scrubbed one time per month.
2. Break Area Floor- detail cleaned and buffed monthly, scrubbed and
recoated every three months if necessary.
3. Copy/Mail Room - detail cleaned and buffed monthly.
4. Office Area Tile Floors - detail cleaned and buffed monthly.
5. Rest Room Floors - scrubbed, detail cleaned and rinsed quarterly.
D. CARPET CLEANING:
1. Spot clean common area hallway carpet as needed.
2. Carpet cleaning using a variety of methods can be done for an
additional, outlined in the summary of charges.
E. SPECIAL CLEANING:
1. Low Ledges, Window Sills, Book Cases, File Cabinets, Pictures and
Partition Tops - dusted weekly.
JANITORIAL SPECIFICATIONS
PAGE 3
E. SPECIAL CLEANING: ( Cont. )
2. Doors, Woodwork, and Wall Areas Around Switch Plates - spot
washed for hand prints weekly.
3. Door Handles, Push Bars, Push Plates and Kick Plates - cleaned
weekly.
4. Desk, Work Station and Furniture Tops - cleaned weekly when clear of
papers and files.
5. Fire Stairs - handrails dusted; landings and stairs swept; exposed
pipes and valves dusted weekly.
6. Rest Room Partitions and Stall Doors - dusted weekly.
7. Tenant Suite Signs - dusted and spot cleaned to remove smudges and
hand prints weekly.
8. Lobby Glass Doors -washed inside/out weekly.
9. Carpet Under Desks, Edges, Corners, Etc. - detail vacuumed twice
monthly.
10. High Ledges, Tops of Doors, and Window Frames - dusted monthly.
11. Coffee Bars and Break Room Tables and Chairs - legs and bases
cleaned monthly.
12. Ceiling Corners - cleaned to remove cobwebs monthly.
13. Fire Extinguisher Cabinets - dusted inside and out; glass cleaned
monthly, if unlocked.
14. Baseboards - dusted monthly.
15. Ceiling Vents and Grills - dusted or vacuumed quarterly.
16. Window Blinds - dusted quarterly.
17. Exit Signs - dusted or damp wiped quarterly.
F. WINDOW WASHING AND GLASS CLEANING:
1. Entrance Doors -washed inside and out weekly.
2. Interior Glass Doors and Side Panels -washed quarterly.
3. All Other Glass/Window Cleaning - to be negotiated separately.
NOTE: The above is intended as a basic guideline for cleaning this facility.Within this schedule,we provide enough flexibility
to handle a reasonable amount of unforeseen work
Attachment D
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Renewal Notification
Regents Services
Attention: Chaney Russell
1307 8'Avenue Ste. 13-2
Fort Worth, Texas 76104
March 5, 2015
Re: CONTRACT RENEWAL LETTER
City of Grapevine Contract with Renewals: RFB 357-2011
Contract Title: Paries Janitorial Services
Renewal Options: Final renewal option
Renewal period: March 15, 2015 through March 14, 2015
Renewal Purchase Order: 20380 (All invoices must have this P.O. listed)
Mr. Russell:
The City of Grapevine wishes to exercise the final renewal option for contract
RFB 357-2011 with Regents Services for Paries Janitorial Services based on your
renewal conformation under the same Terms and Conditions for the renewal
period. The above referenced contract with P.O. 20029 will expire on March 14,
2015.
Please sign this Contract Renewal letter and return to Lance Wright at
iwri ht ra evinetexas. ov or fax $17-410-3066 within five business days of
this notification.
All invoices must reference the current Purchase Order for Parks Janitorial
.Services.
Please return this renewal letter and a current Insurance Certificate if required for
your contract. The City appreciates your excellent service and commitment to
our needs on this contract and we look forward to continuing this successful
business relationship.
Please contact me with any questions.
Sincerely,
Lance Wright
Purchasing Coordinator
Purchasing (817) 410-3336; Fax (817) 410-3066
Office Address: 501 Steady Brook Drive,Room 9105., GrapeNine, Texas 76051
Page 1 of 2
f
i
_CL •ME
ACCEPTANCE
Date: 1
Signed:
Printed name: C / C St
Attachment: Renewal Purchase Order
Purchasing (817) 410-3336; Fax(817)410-3066
Office Address: 501 Shady Brook Drive,Room 4105,GrapeN-ine, Texas 76051
Page 2 of 2