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Item 4G Item 4G Award a contract renewal to Southlake Leasing and Management dba Regent Services for sweeping of the Southlake Town Square public parking garages and porter services in Southlake Town Square in an amount not to exceed $75,000 Good evening Honorable Mayor and members of the City Council. This is Cristina McMurray, Deputy Director for Public Works, and I will be presenting an item for your consideration. 1 Requested Action Award a contract renewal to Southlake Leasing and Management dba Regent Services for sweeping of the Southlake Town Square public parking garages and porter services in Southlake Town Square in an amount not to exceed $75,000 Staff requests that City Council: Award a contract renewal to Southlake Leasing and Management dba Regent Services for sweeping of the Southlake Town Square public parking garages and porter services in Southlake Town Square in an amount not to exceed $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 that includes: daily sweeping of the parking garages and the public streets within the Town Square development; daily sweeping of the DPS Headquarter’s parking garage; monthly power washing Town Hall entryways and parking garage stairwells; and daily emptying of all of the trash containers within Town Square. 3 Town Square Sweeping Council awarded sweeping contract on February 18, 2014 to Southlake Leasing and Management dba Regent Services Contract allows for four annual renewals This year is the third renewal Excellent customer 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 Southlake Leasing and Management dba Regent Services. This contract provides for four annual renewals, and this year is the third renewal. Regent Services is also the City’s vendor for janitorial services for all of the City’s facilities. They have provided excellent customer service and are always very responsive to the City’s needs and requests. 4 Town Square Sweeping 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 Town Square Sweeping This map shows the locations of the trash containers included in the contract for daily service. 6 Funding: FY 2017 Operating Budget of the Public Works Streets Division Town Square Sweeping Financial Considerations: $67,829/yr No price increase RPAI Southwest Management reimburses the City $91.75% Funding for these services is available in the annual Public Works Operating Budget. Regent Services will not increase their pricing for this period of performance (February 2017 through February 2018). Historically, the City has paid $5,652.42 per month ($67,829.04 annually) for these services with the expectation that the same amount will be spent for the upcoming service period. Additionally, RPAI Southwest Management (formerly Inland Southwest) reimburses the City for 91.75% of the cost to provide sweeping service for the Town Square parking garages. 7 City of Southlake Strategy Map 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. 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 CBO1 – Maintain a strong financial position and implement plans and policies to ensure future financial strength. CBO2 – Enhance mobility through aggressive traffic management initiatives and capital project implementation. CBO3 – Engage in thoughtful planning to ensure continued high quality development that is integrated well into the current built environment. CBO4 – Optimize the City’s commercial tax base by attracting high quality new businesses to reduce the tax burden on residential taxpayers. CBO5 – Improve quality of life through progressive implementation of Southlake’s Comprehensive Plan recommendations. CBO6 – Invest to maintain strong public safety to ensure a low crime rate and effective emergency response. Critical Business Outcomes Deliver on Our Focus Areas F2 Invest to provide & maintain high quality public assets CBO5 – Improve quality of life through progressive implementation of Southlake’s Comprehensive Plan recommendations. B2 Collaborate with select partners to implement service solutions 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 (B2) collaborate with select partners to implement service solutions and (F2) invest to provide and maintain high quality public assets. 8 Questions? 9 For questions concerning this item, please contact Rob Cohen at 817-748-8097. Thank you for your attention.