Item 4BCITY OF
SOU f HLAKE
MEMORANDUM
(November 7, 2017)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Item 413
Subject: Approve an annual agreement with Regent Services
(Southlake Leasing) for janitorial services in City facilities in
an amount not to exceed $310,000
Action
Requested: Approve an annual agreement with Regent Services (Southlake
Leasing) for janitorial services in City facilities in an amount not to
exceed $310,000.
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, glass cleaning
and porter services. Attachment C contains 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. On June 21, 2017, the City of Grapevine awarded
Regent Services with a contract extension.
Grapevine determined that Regent was the best value for janitorial
services since Regent has provided satisfactory service to both
cities and has not asked for a contract unit 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.
Page 1 of 3
Item 413
In FY 2016, the Southlake janitorial contract was expanded to
include janitorial services at The Marq. This year the scope of
services has been expanded to include bringing on Champion's
Club. However, no expenses will be incurred until such time as
Champion's Club is accepted by the City..
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
$ 40,825.44
21,573
DPS West
$ 9.290.16
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
Phase 1) (7 days/week)
$ 30,914.64
85,000
The Champion Club
$ 92,820.00
7 days
The Champion Club Porter
$ 43,261.80
TOTAL
$309,618.84
`This is for janitorial 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 the focus area of Infrastructure. The
specific corporate objective that is met by this approval is F2 Invest
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 4B
Supporting
Documents: Attachment A: Contract Extension from the City of Grapevine dated
June 21, 2017.
Attachment B: Proposal from Regent Services
Attachment C: Janitorial Specifications
Attachment D: Contract RFB 357-2011
Staff
Recommendation: Approve an annual agreement with Regent Services (Southlake
Leasing) for janitorial services in City facilities in an amount not to
exceed $310,000.
Staff Contact: Rob Cohen, Director of Public Works
Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public
Works/Operations
Page 3 of 3
At VE"
°^T E+ l S`^
`s
Contract Extension
Regent Services
Attention: Chaney Russell
crussell(a�regentsvc. com
1307 8th Avenue Ste. B-2
Fort Worth, Texas 76104
June 21, 2017
Re: CONTRACT EXTENSION
City of Grapevine Contract: Personal Service Contract
Contract Title: City Facility Janitorial Services
Six Month Extension Period: June 19, 2017 through December 19, 2017
Purchase Order: 20878 (All invoices must refer to this P.O.)
Mr. Russell:
The City of Grapevine wishes to extend this contract for six months with Regent
Services for City Facility Janitorial Services based on your extension conformation
dated under the same Terms and Conditions and pricing. The above referenced
contract under the last renewal period, P.O. 20878, will expire on June 19, 2017.
The extension P.O. will be the same and extended for six months.
Please sign this contract extension letter and return to Lance Wright at
Iwright(o?graoevinetexas.gov or fax 817-410-3066 within five business days of this
notification.
All invoices must reference the current Purchase Order for City Facility Janitorial
Services.
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) 4103066
Office .Address: 501 Shady Brook Drive, Room # 108, Grapevine, Texas 76051
Page 1 of 2
L-A
ACCEPTANCE
Date: 06/21/2017
Signed:
Printed name: aney Russell
Attachment: Extesion Purchase Order
Purchasing (817) 410-3336; Fax (817) 410-3066
Office Address: 501 Shady Brook Drive, Room # 108, Grapevine, Texas 76051
Page 2 of 2
Tent
ry ce s
A Full Service Janitorial Contractor
"Helping Texas Shine One Building at a Time!"
0
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
A. JANITORIAL SERVICE
09/25/2017
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
Sa. Ft.
Monthly
Annual
Town Hall
76,222
$4,603.81
$55,245.72
DPS East
56,702
$3,402.12
$40,825.44
DPS West
12,903
$ 774.18
$ 9,290.16
Public Works
7,000
$ 406.00
$ 4,872.00
Activity 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
SLTS Parking Garage (Elev)
7 days a
$ 182.93
$ 2,195.16
DPS North
15,613
$ 936.76
$11,241.12
The MARQ
23,367 (7
$2576.22
$30,914.64
The Champion Club
85,000(7
$7735.00
$92,820.00
The Champion Club Porter
7 days
$3605.15
$43,261.80
Totals
$25.801.57
$309.618.84
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:
Not Included
-2-
SUMMARY OF CHARGES
Page 2
E. HOLIDAYS:
The Contractor normally observes the following holidays: All hours worked on these holidays
will be billed at a rate of $24.50 per hour.
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.
- 3 -
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.
8. 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.
-4-
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.
- 5 -
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 76092.
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 10/01 , 2017 , 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.
11. City of Southlake agree/s to:
a. Pay for services rendered five (5) times per week at:
Janitorial Service
Sa. Ft.
Monthly
Annual
Town Hall
76,222
$4,603.81
$55,245.72
DPS East
56,702
$3,402.12
$40,825.44
DPS West
12,903
$ 774.18
$ 9,290.16
Public Works
7,000
$ 406.00
$ 4,872.00
Activity 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
SILTS Parking Garage (Elev)
7 days a week
$ 182.93
$ 2,195.16
DPS North
15,613
$ 936.76
$11,241.12
The MARQ
23,367 (7
$2576.22
$30,914.64
The Champion Club
85,000(7
$7735.00
$92,820.00
The Champion Club Porter
7 days
$3605.15
$43,261.80
Totals
$25.801.57
$309.618.84
Additions and/or deletions to cleanable square footage will be adjusted pro -rata.
-6-
AGREEMENT
Page 2
II. (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
III. It is agreed that this Agreement shall have no term length, but may be terminated byeither
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: Chaney Russell By:
-7-
Janitorial Specifications
For: City of Southlake
A. General Cleaning
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 containerwill
be removed only if such items are marked TRASH.
C. Items sitting on top or inside of a trash container will be discarded as trash.
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 orderlyfashion.
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.
-9-
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
- 10 -
Field Safety & Training Program
Regent Services maintains an active safety & training program which includes the following:
Initial training of new employees in the areas of:
A. Body Mechanics
B. Fire
C. Proper Storage of Equipment
II. Periodic training of current safety issues through the use of Betco Professional Cleaners
Training Program.
A. Causes of Injury
B. Preventing Injuries
C. Lifting Injuries
D. Electrical Hazards
E. Slip and Fall Hazards
F. Chemical Hazards
G. Avoiding Falls
H. Avoiding Cuts
III. OSHA RIGHT TO KNOW TRAINING
A.
What is OSHA?
B.
What is OSHA Right to Know?
C.
What is Hazardous?
D.
What OSHA Calls Hazardous
E.
Your Written "HazCom" Program
F.
"HazCom" Sample
G.
What is a MSDS?
H.
MSDS Review
I.
Labels
IV. OSHA BLOODBORNE PATHOGEN TRAINING
A.
What are Bloodborne Pathogens?
B.
Exposure to Bloodborne Pathogens
C.
Protecting Yourself
D.
HIV Symptoms
E.
HBV Symptoms
F.
About the OSHA Standard
G.
Who is Covered?
H.
Protecting Yourself Exposure Control Plan
I.
In Case of Exposure
Quality Control Program
Our Quality Control Program includes the following:
1. Initial training of personnel on the methods of performing each cleaning task in
a manner that ensures the highest level of quality.
2. Nightly supervision by a Project Supervisorwho directs the cleaning crew
and checks on the quality of cleaning.
3. Regular visits nightly by a Field Manager to ensure the overall cleanliness of
all areas of the building.
4. Regular visits to the building by an Area Manager to ensure cleanliness and
to discuss any matters with management regarding the quality of work being
performed.
5. A Communication Logbook will be provided to your company's
management. The logbook may be used to notify us of your special
requirements, needed improvements, or problems to be addressed. The log
includes an area for our comments regarding action taken or follow-up required.
Regular use of the communication log not only provides written documentation of
your needs, it also results in greater control of the cleanliness of your building.
6. The Cleaning Crew is instructed to lock and secure all doors that have been
designated to be locked and turn off all lights other than the lights designated to
be left on. The Project Supervisor checks all exterior doors to ensure that all
doors have been properly locked before leaving the property.
7. All trash will be removed from the building and placed in a dumpster. This
means that no trash will be left in the common areas of the building.
8. All cleaning materials and equipment will be properly stored. This means that
no cleaning supplies or equipment will be left in common areas for tenant
or management to find the next day.
-12-
Regent Services
Client References
Caremark
Holt Lunsford
2105 Eagle Parkway
105 Decker Court
Ft. Worth, TX 76177
Irving, TX 75038
Sandy Claypool
Laura Hagan
972-619-8106
972-717-6551
375,000 sq. ft.
500,000 sq. ft.
Marc Group
Centra Assett Partners
7850 North Belt Line Rd
1612 Summit Ave.
Irving, TX 75063
Ft Worth, TX 76102
Bruce Jernigan
Rick Hopwood
972-506-3876
817-338-1800
150,000 sq. ft.
280,000 sq. ft.
Covenant Christian Academy
Supermedia
901 Cheek Sparger
5601 Executive Drive
Colleyville, TX 76034
Irving, TX
Ray DeBord
David Lamb
817-228-5846
214-316-1735
100,000 sq. ft.
141,089 sq. ft.
CAE Simuflite
City of Grapevine
2929 W. Airfield Dr.
501 Shady Oaks
DFW Airport, TX 75261
Grapevine Texas
Lee Baldwin
Chad Hester
214-542-3277
817-925-2875
484,000 sq. ft.
195,000 sq. ft.
Stewart & Stevenson
The City of Coppell
1631 Chalk Hill Rd
816 S. Coppell Rd.
Dallas, TX 75212
Coppell, TX 75019
Steve Hausler
Sheri Moino, CFM
214-623-1566
972-462-5152
250,000 sq. ft.
195,000 sq. ft.
- 13 -
Regent Services
13078 1h Avenue —Ste B-2 Fort Worth, Texas 76104
Company History and Philosophy
Regent Services began operations 30 years ago, in September of 1980, and has provided the
highest quality of services available throughout the Dallas/Fort Worth metroplex.
Today Regent Services is a major competitor in the janitorial services industry and employs a
staff of trained, responsible professionals. Regent Services currently provides services to a
broad spectrum of single -tenant and multi -tenant facilities and has experience in both
commercial and industrial applications.
Bryan D. Walsh, President has over 35 years of experience in the commercial janitorial
industry. Bryan's personal commitment to excellence is evidenced by his strong long term
business relationships and high customer retention.
Chaney Russell, Director of Operations, has 16 years experience in commercial janitorial
operations. Chaney is dedicated to providing quality cleaning, responsiveness to customer
requests, and achieving customer satisfaction.
Regent Services is built upon providing quality to our customers. Our growth can be attributed
to:
* Ensuring expected results - "A Clean building. "
* Utilization of the most modern technology.
* Highly trained supervisory personnel.
* Immediate and effective response to customer needs.
Regent Services places great emphasis on being unique among maintenance contractors by
continually striving to provide a consistently higher level of performance and an immediate
response to our customer's changing specifications. We work to achieve a sensible balance
between honesty, competence, quality and economy, with client satisfaction as our first and
foremost concern.
Telephone 817-424-5600 Facsimile 817-424-5625
-14-
Janitorial Specifications
For: City of Southlake
A. General Cleaning
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 as trash.
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.
-8-
JANITORIAL SPECIFICATIONS
PAG E 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
PAG E 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
- 10 -
c
rV6
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: RF8 357-2011
Contract Title: Parrs Janitorial Services
Renewal Options: Final renewal option
Renewal period: March 15, 2015 through March 14, 2016
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 Parks 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 R newal letter and return to Lance Wright at
Iwriq_ht a c rayevinetexas.g_ov or fax 817-410-3066 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 Shady Brook Drive, Room #105, Grapevine, Texas 76051
Page 1 of 2
ACCEPTANCE
Date: 3 /10 41
Signed: j r {�f
Printed name: C h ch'� U / � Jdd
Attachment: Renewal Purchase
Purchasing (817) 410-3336; Fax (817) 410-3066
Office Address: 501 Shady Brook Drive, Room #108, Grapevine, Texas 76051
Page 2 of 2