Item 4E Memo Item 4E
Page 1 of 3
M E M O R A N D U M
(February 5, 2019)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve an annual agreement with Regent Services (Southlake
Leasing) for janitorial services in City facilities in an amount not
to exceed $325,000
Action
Requested: Approve an annual agreement with Regent Services (Southlake
Leasing) for janitorial services in City facilities in an amount not to
exceed $325,000.
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, including managing the janitorial services contract for all
City facilities to keep them clean and orderly. Janitorial 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 A contains a more detailed breakdown of the services
that Regent Services provides to the City.
Financial
Considerations: The State of Texas and the City of Southlake purchasing
requirements have been met by purchasing this service through an
ILA with the City of Grapevine (Attachment B).
Regent Services has provided janitorial services for all City facilities
since FY 2011 through an interlocal agreement (ILA) with the City of
Grapevine. The City of Grapevine renewed their contract on
December 8, 2017 with four additional annual renewals, with the
contract period beginning on March 12, 2018 (Attachment C).
Funding is budgeted in the annual Facilities Operating Budget in the
amount of $170,000 and Community Services Operating Budget in
the amount of $155,000 for The Marq’s Legends Hall and Champions
Club. Refer to Table 1 for detailed breakdown.
Item 4E
Page 2 of 3
The Community Enhancement Development Corporation (CEDC)
recommended approval of CEDC funds for janitorial services at The
Marq’s Legends Hall and Champions Club at its meeting on January
22, 2019.
Table 1 – Detailed Breakdown
Fund City Facility Square Ft. Annual Cost
General Fund –
Facilities Operating
Budget
Town Hall 76,222 $ 55,245.72
Town Hall Porter Services-Saturday 1 day $ 5,923.44
DPS East 58,702 $ 40,825.44
DPS West 12,903 $ 9,290.16
Municipal Service Center 7,000 $ 4,872.00
Senior Center 4,200 $ 2,923.20
Parks Construction Trailer 4,800 $ 2,784.00
Nature Center 3,600 $ 2,505.60
Tennis Center 6,169 $ 31,091.76
Parking Garages (7 days/week) * $ 2,195.16
DPS North 15,613 $ 11,241.12
CEDC Fund –
Community Services
Operating Budget
The Marq –Legends Hall 23,367 $ 30,914.64
The Marq–Champion Club (NEW) 75,500 $ 82,446.00
The Marq Porter Services 7 days $ 41,639.36
TOTAL $323,897.60
*This is for janitorial service in the parking garage elevators. The sweeping of
the parking garages is covered under a separate contract.
Staff is seeking authorization up to $325,000 due to porter services
at Town Hall and the Parking Garages expenditures that may exceed
beyond the basic services.
Strategic Link: This item relates to the City’s strategy map focus area of
Infrastructure. It specifically relates to the City’s Corporate Objective
of (F2) invest to provide & maintain high quality public assets.
Citizen Input/
Board Review: N/A
Legal Review: This agreement conforms to the previous ILA that has been
reviewed by the City attorney.
Alternatives: The City Council may approve or deny this agreement.
Item 4E
Page 3 of 3
Supporting
Documents: Attachment A: Janitorial Specifications
Attachment B: Interlocal Government Agreement for Purchasing
Attachment C: Contract RFB 461-2018
Attachment D: Proposal from Regent Services for City Facilities
Attachment E: Proposal from Regent Services for The Marq-
Legends Hall
Attachment F: Proposal from Regent Services for The Marq-
Champions Club
Staff
Recommendation: Approve an annual agreement with Regent Services (Southlake
Leasing) for janitorial services in City facilities in an amount not to
exceed $325,000.
Staff Contact: Rob Cohen, Director of Public Works
Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works
8
Janitorial Specifications
For: City of Southlake
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 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.
9
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 quarterly if applicable.
2. Break Area Floor - detail cleaned and buffed quarterly.
3. Copy/Mail Room - detail cleaned and buffed quarterly.
4. Office Area Tile Floors - detail cleaned and buffed quarterly.
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 cost
outlined in the summary of charges.
E. SPECIAL CLEANING:
1. Low Ledges, Window Sills, Book Cases, File Cabinets, Pictures and Partition Tops -
dusted weekly.
10
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
ORIGINAL DOCUMENT
CITY�QF SOUTHLAKE
Council Action: Y N Ord,fRes. No.
Date Approved 5
INTERLOCAL GOVERNMENTAL AGREEMENT FOR PURCHASING
This Agreement is made and entered into by and between the cities of Keller, Texas, Southlake,
Texas, Colleyville, Texas and Grapevine, Texas (hereinafter referred to as the "parties"), all of
whom are governmental agencies within the State of Texas, acting by and through their duly
authorized City Councils or City Managers.
WHEREAS,the parties are political subdivisions of the State of Texas and are authorized to enter
into an agreement with each other relative to governmental functions and services by the interlocal
Cooperating Act,Texas Government Code,Chapter 791;and
WHEREAS, the parties believe that cooperating in the purchasing of various goods, materials,
equipment, supplies and services which both parties use in carrying out their governmental
functions and services will enable the parties to obtain these goods, materials,equipment,supplies
and services in better terms and/or prices than by making such purchases individually, and both
desire to increase efficiency and effectiveness of such purchasing by acting jointly in competitively
procuring selected goods,materials,equipment, supplies and services.
NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained
herein,the parties agree as follows!
t.
AGREEMENT
This Agreement shall take effect upon execution by both signatories and shalf remain in effect
among those parties until notification of withdrawal from the Agreement is submitted to the City of
Keller.All parties shall have the right to terminate this Agreement upon 30 days written notice. The
Agreement may be amended administratively from time to time by existing parties to include
additional cities who may wish to join this Agreement under its existing terms.
2.
SCOPE AND IMPLEMENTATION
It is the intent of the parties that the joint or cooperative purchasing through each other's
agreements will be as broad as is allowed by applicable state statutes. Unless otherwise
prevented by law, it is the intent of the parties that the parties may take part in joint purchase for
goods,materials,equipment, supplies and services they may need to carry out their governmental
functions, and that all parties will make reasonable efforts to allow the others to make purchases
under its agreements. Any purchasing contract or purchase order shall be acknowledged by the
supplier and shall be considered as being issued under this Agreement and shall be subject to all
of the terms and conditions of this Agreement without the necessity of those being set out or
specifically referred to in such purchasing contract or purchase order.
4.
COMPUANCE WITH LAWS
The parties hereby agree to abide by and obey all applicable local, state and federal laws and
requirements,which apply to their respective procurement policies. It is specifically understood and
agreed that whichever party is handling the preparation and processing of the joint invitations for
bid shall comply with all legal requirements for competitive bidding which are applicable to both
parties
5.
NOTICES
Any notices or other communication required or allowed to be given by one party to the other
parties pursuant to this Agreement shall be electronically submitted, hand delivered,or mailed by
United States Postal Service,proper postage affixed to the addresses shown below:
To:City of Keller:
Purchasing Technician
1100 Bear Creek Parkway
P.O.Box 770
Keller,Texas 76244
Karla Parker(817)743-4030
Email Address: kparker@cityofkeller.com
To:City of Southlake
Purchasing Manager
1400 Main Street,Suite 440
Southlake,Texas 76092
Tim Slifka(817)748-8312
Email Address: tslifka@ci.southlake.tx.us
To:City of Colleyville
Strategic Services Manager
100 Main Street
Colleyville,Texas 76034
Eric Eliwanger(817)503-1112
Email Address: eeliwanger@colleyville.com
To:City of Grapevine
Purchasing Agent
501 Shady Brook Drive,Suite 108
Grapevine,Texas 76051
Bob Smeby(817)410-3335
bsmeby@grapevinetexas.gov
MiEnL conk wrM AmEmbrr iw PUNCMI NG - Page 2
s.
GOVERNING LAW AND VENUE
This Agreement shall be governed by and interpreted in accordance with the laws of the State of
Texas. This Agreement is entered into and is to be perforated, wholly or in part, in the State of
Texas and in Tarrant County, Texas. In any action brought under the agreement, venue shall be
exclusively in Tarrant County,Texas.In the event that any portion of this Agreement shall be found
to be contrary to law, it is the intent of the parties hereto that the remaining portions shall remain
valid and in full force and effect to the extent possible.
7.
MISCELLANEOUS PROVISIONS
By execution of this Agreement,each party represents to the others that:
a. In performing its duties and obligations hereunder, it will be carrying out one or more
governmental functions or services,which it is authorized to perform;
b. The undersigned officer or agent of the party has been properly authorized by that parry's
governing body to execute this Agreement and that any necessary resolutions extending
such authority have been duly passed and are now in effect.
c. All payments required or permitted to be made by a party will be made from current
revenues available to the paying parry;and
d. All payments provided hereunder by one party to the other, if any,shall be such amounts
as to fairly compensate the other party for the services or functions performed hereunder.
a.
CONSTRUCTION OF AGREEMENT
This Agreement represents the full, final and complete agreement of the parties related to its
subject matter and shall supersede any previous interlocal purchasing agreements between the
parties. The Agreement may not be added to, contradicted or otherwise modified by evidence of
prior or contemporaneous agreement or subsequent oral agreements or statements of either of the
parties, nor by any writing not signed by all parties after the date of this Agreement. No
representations, inducements, promises, or agreements, oral or otherwise, not embodied or
incorporated herein shall be of any force or effect. In case of any apparent ambiguity or conflict
among any of the terms or provisions of this Agreement, they shall be construed as nearly as
possible as to effectuate each and all of such terms or provisions keeping in mind that the
overriding purpose of this Agreement is the public purpose of increasing the efficiency and
effectiveness of the respective purchases of goods, materials, equipment and supplies by the
parties.
IHFERLOC4 GOVERNMENTAL AGREEMENT FOR PURCHASING Page - - - - --
IN WITNESS WHEREOF,the Parties hereto have executed this Agreement on the dates below.
City of Kele Texas: City,
o Wke,T s:
eBy: 3' yC• YjNAME: J7Ll j NAME: h w
TITLE: ea& ewe4 .L.e. TITLE: m &'A W
DATE: DATE: Jerre 5,
ATTEST: ATTEST: ,
B By: (-'R
NAME:
NAME Itl�nIGI'Yio'cL Gcx�l
TITLE: f 1/ TITLE: 6�4�9 SEE_ 2.'4 acJ—
APPROVE tMAN GALITY APPR L
S OF M GALITY
By: By: t1'1"
'
NAME: Y�Owm NAME:T/n"t G', rVd�
TITLE: 4 t • Affr;#� TITLE: UTY 06-Tr6&0y
City of Colleyville, Texas: City of G e,Tex
By:
By:� /L
NAME: NAME: gYwu 4.Mbda w
TITLE: TITLE: C —
DATE: 20/ DATE: t 2 .�
ATTE ATTEST: r.
By B
NAME: 6C1 Y 0 11
TI E: �JQ_ TITLE: C\ S�
—\JI APPROVELdfF BY COUNI�IL 611511.2
APPROVED AS�TO FORM AND LEGALITY APPROV S TO FORM AND EGALITY
By.
A- ,y 1 B .
NAME: 1 Ym`Y+� n+�L NAM
�' E: 1I1 •00 e
TITLE: `A A •+r+ TITLE: 1'I1C
colieyme city council
MAY15 = GOVERNMENTAL AGUSMEM FOR PURCHASING Page
Approved
I
[1 per__
�1
T E ,4 '..
March 7, 2018
Chancy Russell
crusserep,entsvc.com
Regent Services
101 St. Louis Ave.
Fort Worth,Texas 76104
Contract No.: RFB 461-2018
Purchase Order: PO-21591
Title: Janitorial Services
Dear Mr. Russell,
The City of Grapevine is hereby enclosing one copy of the above noted contract. Please have it
signed and notarized where noted by an authorized representative.
Return it within ten(10)days to:
City of Grapevine Purchasing
Attn: Bob Smeby
501 Shady Brook Drive, Suite 108
Grapevine, Texas 76051
The Certificate of Insurance must be returned with the contract.
The enclosed blanket purchase order is your copy. Do not return with the contract. All invoices
must reference the blanket purchase order number.
Please pay attention to documents, Form 1295 and Farm TGC 2270, which are part of the contract
requirements and process accordingly.
If you have any questions,please call Bob Smeby at(817)410-3335. Thank you for your prompt
attention to this matter.
Sincerely,
Bob Smeby,C.P.M.
Purchasing Agent
City of Grapevine
Enclosure: Contract Document, Form 1295 Instructions, Form TGC 2270 and Purchase Order
Purchasing (817) 410-3336; Fax (817) 410-3066
Office Address: 501 Shady Brook Drive, Room #108, Grapevine, Texas 76051
Mailing Address: P.O. Box 95104, Grapevine, Texas 76099
CITY OF GRAPEVINE PURCHASE ORDER
P.O. Box 95104
1�r, � 1 1 Grapevine, TX 76099
� -
"1' Ell A 'A S "i� Purchasing Office
P.O. No.: 2i591
�•jq�W Phone: (817)41 0.333fi
- Fax: (817)410-3066 Date:
03i'07/18
This is a confirmation: ❑
This is an order: ❑
DELIVERY ADDRESS:
FACILITY SERVICES (PW) SOUTHLAKE LEASING MANAGEMENT
501 SHADY BROOK
OUTER BUILDING DBA REGENT SERVICES
GRAPEVINE, TX 76051 101 ST LOUIS AVE
FT WORTH, TX 76104
BSMEBY
Vendor No.: Delivery Date:
103268 03/11/19
ITEM ACCOUNT UNIT TOTAL
QTY DESCRIPTION
NO. NO. AMOUNT AMOUNT
1 1 Annual Janitorial . 05 .OS
Services contract
RFB461-2018 with four
optional one year
renewals per the terms, ',
conditions and pricing
submitted on 12-8-17.
Contract period 3-12-18
through 3-11-19.
Requ# 3603
$0.1 10044540118002 .05
Requ# 3603
$0. 1 20044540530002 .05
Requ# 3603
$0.1 20044540531002 .05
Requ# 3603
$0 .1 21044540340001 . 05
Requ# 3603
$0.1 11544540350003 . 05
Requ# 3603
- GRAND 'C D
CONDITIONS OF PURCHASE TOTAL
• NO C.O.D.SHIPMENTS OF ANY CHARACTER WILL BE ACCEPTED
PACKING SLIPS MUST ACCOMPANY SHIPMENT. /
• PURCHASE ORDER NUMBER MUST APPEAR ON ALL INVOICES AND PACKING SLIPS
• SUBMIT INVOICES TO ACCOUNTS PAYABLE. P 0 BOX 95104, GRAPEVINE,TX 76099 j /
THE CITY OF GRAPEVINE IS TAX EXEMPT. l�/ /,t4
• ALL INFORMATION RELATING TO ANY REFERENCED BID DOCUMENTS APPLY TO THIS PURCHASE. /G� - �, 1✓
Purchasing Agent
VENDOR COPY
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
- 2 -
SUMMARY OF CHARGES
FOR: City of Southlake November 01, 2018
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 and billed back at cost.
The following monthly charges are based on current square footage cleaned five (5) times per
week.
Janitorial Service Sq. Ft. Monthly Annual
Town Hall 76,222 $4,603.81 $55,245.72
DPS East 58,702 $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 6,169 $2,590.98 $31,091.76
SLTS Parking Garage (elev) 7 days a week $ 182.93 $ 2,195.16
DPS North
15,613 $ 936.76 $11,241.12
Satur day Porter $ 493.62 $ 5,923.44
Totals $14,074.80 $168,897.60
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
- 3 -
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.
- 4 -
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.
- 5 -
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.
- 6 -
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 11/01 , 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.
II. 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 58,702 $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 6,169 $2,590.98 $31,091.76
SLTS Parking Garage (elev) 7 days a week $ 182.93 $ 2,195.16
DPS North
15,613 $ 936.76 $11,241.12
Satur day Porter $ 493.62 $ 5,923.44
Totals $14,074.80 $168,897.60
Additions and/or deletions to cleanable square footage will be adjusted pro-rata.
- 7 -
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 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: Chaney Russell
By:
A Proposal
For
City of Southlake
The MARQ
Presented By:
Chaney Russell
Regent Services
101 St. Louis Avenue
Fort Worth, Texas 76104
817-984-1761
2
SUMMARY OF CHARGES
FOR: City of Southlake November 01, 2018
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 the customer or billed back at cost.
The following monthly charges are based on current square footage cleaned seven (7) times per
week.
The MARQ
Monthly Annual
Janitorial Service 23,367 sq. ft. x .091 per sq. ft. = $2,576.22 $30,914.64
* Note: Pricing does not include sales tax @ 8.25% where applicable.
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. CARPET CLEANING:
Carpet cleaning will be charged as an extra service except where scheduled in the specifications.
Charges by types of cleaning are as follows:
1. Encepsulation Method $.09 per sq. ft.
2. Hot Water Extraction $.12 per sq. ft.
3. Full Restoration $.20 per sq. ft.
D. ADDITIONAL SERVICES OFFERED BUT NOT INCLUDED:
For before and after pictures and information go to our website at
www.regentsvc.com
Exterior Window Washing
Acid Washing & Detail Cleaning
Stainless Steel & Window Treatment
Advanced Disinfecting (Kills most Viral, Bacterial & Microbial Strains)
Power Washing
Parking Lot Striping
3
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.
H. PAPER SUPPLY ESCALATION AND USAGE ADJUSTMENT
Paper is supplied by City of Southlake.
4
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.
5
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.
6
AGREEMENT
STATE OF Texas
COUNTY OF Tarrant
This Agreement is entered into between Southlake Leasing & Mgmt., Inc./dba Regent Services,
101 St. Louis Avenue, Fort Worth, Texas 76104 and City of Southlake at 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 , 20 , 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.
II. City of Southlake agree/s to:
a. Pay for services rendered seven (7) times per week at: MARQ Expansion 2
Monthly Annual
Janitorial Service 23,367 sq. ft. x .091 per sq. ft. = $2,576.22 $30,914.64
* Note: Pricing does not include 8.25% sales tax where applicable.
Additions and/or deletions to cleanable square footage will be adjusted pro-rata.
7
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 by either
party by giving a Thirty (30) Day 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 Leasing & Management, Inc City of Southlake.
dba Regent Services The MARQ
By: Chaney Russell By:
Chaney Russell
8
Janitorial Specifications
For: City of Southlake
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 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.
9
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 quarterly if applicable.
2. Break Area Floor - detail cleaned and buffed quarterly.
3. Copy/Mail Room - detail cleaned and buffed quarterly.
4. Office Area Tile Floors - detail cleaned and buffed quarterly.
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 cost
outlined in the summary of charges.
E. SPECIAL CLEANING:
1. Low Ledges, Window Sills, Book Cases, File Cabinets, Pictures and Partition Tops -
dusted weekly.
10
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
11
Field Safety & Training Program
Regent Services maintains an active safety & training program which includes the following:
I. 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
12
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 Supervisor who 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.
13
S t a f f i n g S u m m a r y
City of Southlake
1400Main st
The following is a summary of our staffing for night cleaning of <Total Square Ft.> square feet for
your company. Our production rate is 4,000 square foot per hour which results in a total of labor
hours per night.
Position Nightly Hours Weekly Hours Monthly Hours
Project Manager
Working Supervisor
General Cleaners
Trash Remover
Utility Person
Floor/Detail Person
Total
14
Regent Services
Client References
Caremark Red Oak Realty
2105 Eagle Parkway 500 W. 7th Street
Ft. Worth, TX 76177 Ft. Worth, TX
Sandy Claypool Renea Massy
972-619-8106 817-336-9900
Jennings Management Verador Properties
Texas Oncology University Center
Fort Worth, Texas Fort Worth, Texas
David Aldrich Laura Hagen
817-332-1921 817-877-3555
Marc Group Faith Christian Schools
7850 North Belt Line Rd 730 E. Fort Worth Street
Irving, TX 75063 Grapevine, TX 76051
Bruce Jernigan Andy Beene
972-506-4195 817-437-5080
Covenant Christian Academy Weatherford Regional Med.Ctr.
901 Cheek Sparger 713 E. Anderson Street
Colleyville, TX 76034 Weatherford, Tx. 76086
Rusty Beam David Lloyd
817-998-7977 912-571-0598
CAE Simuflite HCA Medical Center Arlington
2929 W. Airfield Dr. 3301 Matlock
DFW Airport, TX 75261 Arlington, Tx 76015
Tom Boyd 817-240-2076
972-456-8277
Stewart & Stevenson The City of Grapevine
1631 Chalk Hill Rd 501 Shady Oaks
Dallas, TX 75212 Grapevine, Texas 76051
Steve Hausler Chad Hester
214-623-1566 817-925-2875
* Bold References are Medical Facilities
15
Regent Services
101 St. Louis Avenue Fort Worth, Texas 76104
Company History and Philosophy
Regent Services began operations 24 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 34years 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 15 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 817-984-1761 Facsimile 817-984-1297
16
e ent
ervices
A Full Service Janitorial Contractor
"Helping Texas Shine One Building at a Time!"
A Proposal
For
City of Southlake
The Champion Club
Presented By.-
Chaney Russell
Regent Services
101 St. Louis Avenue
Fort Worth, Texas 76104
817-984-1761
SUMMARY OF CHARGES
FOR: City of Southlake November 01, 2018
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 the customer or billed back at cost.
The following monthly charges are based on current square footage cleaned seven (7) times per
week.
The Champion Club
Monthly Annual
Janitorial Service 75,500 sq. ft. x .091 per sq. ft. = $6870.50 $82,446.00
* Note: Pricing does not include sales tax @ 8.25% where applicable.
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. CARPET CLEANING:
Carpet cleaning will be charged as an extra service except where scheduled in the specifications.
Charges by types of cleaning are as follows:
1. Encepsulation Method $.09 per sq. ft.
2. Hot Water Extraction $.12 per sq. ft.
3. Full Restoration $.20 per sq. ft.
D. ADDITIONAL SERVICES OFFERED BUT NOT INCLUDED:
For before and after pictures and information go to our website at
www.regentsve.com
Exterior Window Washing
Acid Washing & Detail Cleaning
Stainless Steel & Window Treatment
Advanced Disinfecting (Kills most Viral, Bacterial & Microbial Strains)
Power Washing
Parking Lot Striping
2
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.
H. PAPER SUPPLY ESCALATION AND USAGE ADJUSTMENT
Paper is supplied by City of Southlake.
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.
11. Clean specialty floors in accordance with the training that will be provided by the construction
company.
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 Leasing & Mgmt., Inc./dba Regent Services,
101 St. Louis Avenue, Fort Worth, Texas 76104 and City of Southlake at 140QMain 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:
1. That beginning , 20 , 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.
II. City of Southlake agree/s to:
a. Pay for services rendered seven (7) times per week at: MARQ Expansion 2
Monthly Annual
Janitorial Service 75,500 sq. ft. x .091 per sq. ft. = $6870.50 $82,466.00
* Note: Pricing does not include 8.25% sales tax where applicable.
Additions and/or deletions to cleanable square footage will be adjusted pro-rate.
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
Ill. It is agreed that this Agreement shall have no term length, but may be terminated by either
party by giving a Thirty (30) Day 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 Leasing & Management, Inc City of Southlake.
dba Regent Services The Champion Club
By: C Ru4sea By:
Chaney Russell _
7
Janitorial Specifications
For. City of Southlake
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 oo 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 dean and stored in a neat and orderly manner.
f. Lights turned off and doors closed and locked.
s
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 quarterly if applicable.
2. Break Area Floor- detail cleaned and buffed quarterly.
3. Copy/Mail Room - detail cleaned and buffed quarterly.
4. Office Area Tile Floors - detail cleaned and buffed quarterly.
5. Rest Room Floors - scrubbed, detail cleaned and rinsed quarterly.
Q. 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 cost
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.
G. 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 insidefout 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 fallowing:
1. 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
Ill. 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 Managerto 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.
5. 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
Staffing Summary
City of Southlake
1400Main st
The following is a summary of our staffing for night cleaning of<Total Square Ft.> square feet for
your company. Our production rate is 4,000 square foot per hour which results in a total of labor
hours per night.
Position Nightly Hours Weekly Hours Monthly Hours
Project Manager
Working Supervisor
General Cleaners
Trash Remover
Utility Person
Floor/Detail Person
Total
13
Regent Services
Client References
Caremark Red Oak Realty
2105 Eagle Parkway 500 W. 7th Street
Ft. Worth, TX 76177 Ft. Worth, TX
Sandy Claypool Renea Massy
972-619-8106 817-336-9900
Jennings Management Verador Properties
Texas Oncology University Center
Fort Worth, Texas Fort Worth, Texas
David Aldrich Laura Hagen
817-332-1921 817-877-3555
Marc Group Faith Christian Schools
7850 North Belt Line Rd 730 E. Fort Worth Street
Irving, TX 75063 Grapevine, TX 76051
Bruce Jernigan Andy Beene
972-506-4195 817-437-5080
Covenant Christian Academy Weatherford Regional Med.Ctr.
901 Cheek Sparger 713 E. Anderson Street
Colleyville, TX 76034 Weatherford, Tx. 76086
Rusty Beam David Lloyd
817-998-7977 912-571-0598
CAE Simuflite HCA Medical Center Arlington
2929 W. Airfield Dr. 3301 Matlock
DFW Airport, TX 75261 Arlington, Tx 76015
Tom Boyd 817-240-2076
972-456-8277
Stewart & Stevenson The City of Grapevine
1631 Chalk Hill Rd 501 Shady Oaks
Dallas, TX 75212 Grapevine, Texas 76051
Steve Hausler Chad Hester
214-623-1566 817-925-2875
Bold References are Medical Facilities
14
Regent Services
101 St. Louis Avenue Fort Worth, Texas 76104
Company History and Philosophy
Regent Services began operations 24 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 34years 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 15 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 817-984-1761 Facsimile 817-984-1297
15
16