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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