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Item 4B Item 4B Approve an annual agreement with Regent Services (Southlake Leasing) for janitorial services in City facilities in an amount not to exceed $310,000 Good evening Honorable Mayor and members of the City Council. This is Cristina McMurray, Deputy Director for Public Works, and I will be presenting a contract with Regent Services for your consideration. 1 Requested Action Approve an annual agreement with Regent Services (Southlake Leasing) for janitorial services in City facilities in an amount not to exceed $310,000 Staff requests that City Council: Approve an annual agreement with Regent Services (Southlake Leasing) for janitorial services in City facilities in an amount not to exceed $310,000. 2 Facilities Division Maintain buildings clean and orderly: General cleaning Kitchen cleaning Restroom sanitation Floor maintenance Carpet cleaning Special cleaning Window washing Glass cleaning Porter Services The Public Works Facilities Division is responsible for the maintenance of all 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, kitchen cleaning, restroom sanitation, floor maintenance, carpet cleaning, special cleaning, window washing, glass cleaning and porter services in all City buildings. A detailed break down of all janitorial specifications has been provided in the Council Memo Attachment C for your review. 3 Benefits: Regent has provided janitorial services to Southlake since FY 2011 Southlake partnered with Grapevine through ILA Both Cities are satisfied with service level Cost avoidance of RFP Valve Assessment Program 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. 4 Increase in Scope of Services: FY 2016 - Janitorial Services expanded to include The Marq FY 2018 - Janitorial Services expanded to include Champion’s Club Funding available: Facilities Operating Budget Facilities Division 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. 5 Facility Square Footage & Janitorial Cost Break Down: Funding available: Facilities Operating Budget Facilities Division This table illustrates the City’s total physical plant size and cost break down for janitorial services by facility. Cost vary by type of facility for example office space versus banquet hall, and level of service required. Funding is budgeted in the annual Facilities Operating Budget. 6 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 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. 7 Questions? 8 For questions concerning this item, please contact Rob Cohen at 817-748-8097. Thank you for your attention.