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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 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