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Item 4D MemoItem 4D Page 1 of 2 M E M O R A N D U M (February 2, 2021) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Approve a contract renewal for the Southlake Town Square parking garage & street sweeping, power washing, and porter services to Southlake Leasing and Management dba Regent Services in an amount not to exceed $135,000. Action Requested: Approve a contract renewal for the Southlake Town Square parking garage & street sweeping, power washing, and porter services to Southlake Leasing and Management dba Regent Services in an amount not to exceed $135,000. Background Information: On January 23, 2019, sealed proposals were received from three vendors for parking garage & street sweeping, power washing, and porter services in the Southlake Town Square development. On February 19, 2019, City Council awarded this contract to Southlake Leasing and Management dba Regent Services with four one-year renewal options; this is the second of four renewal options. This contract includes: daily sweeping of the two parking garages and the public streets within the Town Square development; daily sweeping of the DPS Headquarters’ parking garage; monthly power washing of the north and south entry of Town Hall; power washing of the parking garage stairwells; and daily emptying of all trash containers within Town Square. Financial Considerations: Southlake Leasing and Management (Regent Services) will not increase their pricing for this period of performance, February 2021 through February 2022. For the past three fiscal years, the City has spent the following with Regent Services for these services. • FY 2018, $ 77,829 • FY 2019, $ 138,681 • FY 2020, $ 126,703 Item 4D Page 2 of 2 The increase in expenses from FY 2018 to FY 2019 was due to an increase in contract services such as power washing at crosswalks and additional cleanups. Additionally, RPAI Southwest Management reimburses the City for 91.75% of the maintenance expenses associated with the Town Square parking garages. Staff is requesting that City Council authorize up to $135,000 in expenditures with this vendor should the need arise for additional services on an as need basis. Funding for these services is available via the General Fund from FY 2021 Facilities Operating Budget. Expenditures will not exceed budgeted funds. Strategic Link: This item links to the City’s Strategy Map strategic focus areas of Infrastructure and Partnerships & Volunteerism. It specifically relates to the City’s Corporate Objectives, B2: Collaborate With Select Partners To Implement Service Solutions, and F2: Invest To Provide & Maintain High Quality Public Assets. Citizen Input/ Board Review: None. Legal Review: The City Attorney reviewed original proposal documents as to form. Alternatives: The City Council may approve or deny the contract renewal. Staff Recommendation: Approve a contract renewal for the Southlake Town Square parking garage & street sweeping, power washing, and porter services to Southlake Leasing and Management dba Regent Services in an amount not to exceed $135,000. Supporting Documents: Attachment A: Contract extension documents Staff Contact: Rob Cohen, Director of Public Works Hunter Harris, Project Manager January 12, 2021 Southlake Leasing and Management dba Regent Services 101 St. Louis Avenue Fort Worth, Texas 76104 Attn: Mr. Chaney Russell Subject: Notification of Contract Renewal for Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services RFP1901B200TS190001 Dear Mr. Chaney: The City of Southlake is providing notification of contract renewal, pending City Council approval, for “Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services RFP1901B200TS190001 ”. This renewal shall become effective February 19, 2021 and after City Council approval (CC Award date _________) and shall continue in full force based on the terms and conditions of the initial award. The terms and conditions proposed and accepted in this renewal agreement are as follows: Payment Terms: Net 30 days (Unless otherwise noted – such as pre- and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFP DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to two (2) additional one (1) year annual renewals. City Contact: KURT ACKERMANN 817-748-8102 Send all billing to: City of Southlake 1400 Main Street, Suite 420, Accounts Payable Southlake, TX 76092 or Email: accountspayable@ci.southlake.tx.us Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817 -748-8312 with any questions. Sincerely, Tim Slifka Purchasing Manager CPPO, CPPB City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 tslifka@ci.southlake.tx.us Attest: ________________________ Fax: 817-748-8010 Amy Shelley, TRMC Contract Renewal Accepted: City Secretary Signed: ____________________ Date: ______________ Approved as to Form and Legality: Mayor Laura Hill _____________________ City of Southlake City Attorney SOUTHLAKE 0 ORIGINAL DOCUMENT CITY OF SOUTHLAKE Council Action(/N January 28,2020 Ord./Res.No. CsAS\ v-k Date Approved a-I A I ao Southlake Leasing and Management dba Regent Services 101 St. Louis Avenue Fort Worth, Texas 76104 Attn: Mr.Chaney Russell Subject: Notification of Contract Renewal for Southlake Town Square Parking Garage& Street Sweeping, Power Washing and Porter Services RFP1901B200TS190001 Dear Mr.Chaney: The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Southlake Town Square Parking Garage& Street Sweeping, Power Washing and Porter Services RFP 1901 B200TS 190001". This renewal shall become effective February 19, 2020 and after City Council approval (CC Award date at4 2,U ) and shall continue in full force based on the terms and conditions of the initial award. The terms and conditions proposed and accepted in this renewal agreement are as follows: Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations:IF STATED IN RFP DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to four(4)additional one(1)year annual renewals. City Contact: KURT ACKERMANN 817-748-8102 Send all billing to: City of Southlake 1400 Main Street, Suite 420,Accounts Payable Southlake,TX 76092 or Email: accountspayable(a ci.southlake.tx.us Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, I`' ' Tim Slifka Purchasing Manager CPPO, CPPB City of Southlake 1400 Main Street, Suite 420 111Iiiii Southlake,Texas 76092 1 pv-(H 1_,110,, Attest: 1. 4 i tslifka@ci.southlake.tx.us f Fax: 817-748-8048 AmyS`elley, TRM 4• 37' Contract Renewal cepted: City Secretary F- Signed: ,. i. t $1 Date: a./`W'?-b Approved as to Form and L—a ). cc...v.6A Mayor Laura Hill City of Southlake City Atto •,y 1/17/2020 Ci.southlake.tx.us Mail-Fwd:Street Sweeping Contract Renewal USOUTHLAKE Timothy Slifka <tslifka@ci.southlake.tx.us> Fwd: Street Sweeping Contract Renewal Lydia Ruiz<Iruiz@ci.southlake.tx.us> Fri, Jan 17, 2020 at 9:24 AM To: Timothy Slifka <tslifka@ci.southlake.tx.us> Here you go. Lydia Ruiz Public Works Admin City of Southlake 1400 Main Street, Suite 320 817-748-8098 Forwarded message From: Lydia Ruiz<Iruiz@ci.southlake.tx.us> Date: Wed, Jan 8, 2020 at 1:32 PM Subject: Fwd: Street Sweeping Contract Renewal To: Timothy Slifka <tslifka@ci.southlake.tx.us> Hi Tim, Regent's contract for Street Sweeping is coming up for renewal. The email chain below indicates there will be no increase in cost from Regent. Do you need anything else to proceed in renewing their contract?Also,will you be handling the council item? If so, please let me know how I may assist you. Thank you, Lydia Ruiz Public Works Admin City of Southlake 1400 Main Street, Suite 320 817-748-8098 Forwarded message From: Kurt Ackermann <kackermann@ci.southlake.tx.us> Date: Mon, Jan 6, 2020 at 12:07 PM Subject: RE: Street Sweeping Contract Renewal To: Chaney Russell <Chaney@regentsvc.com>, Lydia Ruiz<Iruiz@ci.southlake.tx.us> Thanks Chaney. Lydia, Tim can use this email from Mr. Russell, stating Regent Services will not be increasing their pricing for the Street Sweeping contract this year. Kurt Ackermann Facilities Manager https://mail.google.com/mail/u/0?ik=1 dc9780fd9&view=pt&search=all&permmsgid=msg-f%3A1655989505017100573&dsgt=l&simpl=msg-f%3A16559... 1/4 1/17/2020 Ci.southlake.tx.us Mail-Fwd:Street Sweeping Contract Renewal City of Southlake 600 State Street#2010 Southlake, Texas 76092 p) 817-748-8102 f) 817-748-8667 c)817-657-8065 kackermann@ci.southlake.tx.us From: Chaney Russell [mailto:Chaney@regentsvc.com] Sent: Monday, January 6, 2020 11:43 AM To: Kurt Ackermann Subject: Re: Street Sweeping Contract Renewal Hey Kurt, Everything is good as is on our end, no increase needed Thanks, Chaney Russell Regent Services Sent from my iPhone On Jan 6, 2020, at 10:28 AM, Kurt Ackermann <kackermann@ci.southlake.tx.us>wrote: Chaney, The Southlake City Street Sweeping contract is due for renewal,will Regent Services be making any pricing changes? Kurt Ackermann Facilities Manager City of Southlake 600 State Street#2010 Southlake, Texas 76092 p) 817-748-8102 https://mail.google.com/mail/u/0?ik=l dc9780fd9&view=pt&search=all&permmsgid=msg-f%3A1655989505017100573&dsgt=l&simpl=msg-f%3A16559... 2/4 1/17/2020 Ci.southlake.tx.us Mail-Fwd:Street Sweeping Contract Renewal f) 817-748-8667 c) 817-657-8065 kackermann@ci.southlake.tx.us From: Lydia Ruiz [mailto:Iruiz@ci.southlake.tx.us] Sent: Monday, January 6, 2020 10:20 AM To: Kurt Ackermann Cc: Hunter Harris Subject: Re: Street Sweeping Contract Renewal Do you know if Regent will be increasing their cost? I can coordinate with Tim regarding this contract. Lydia Ruiz Public Works Admin City of Southlake 1400 Main Street, Suite 320 817-748-8098 On Mon, Jan 6, 2020 at 10:17 AM Kurt Ackermann <kackermann@ci.southlake.tx.us>wrote: FYI I believe Regent Service's Street Sweeping Contract renews this month, see attached. If not already done, do we need to get with Tim to get it prepped for Council, and put on the agenda ? Kurt Ackermann Facilities Manager City of Southlake 600 State Street#2010 Southlake, Texas 76092 p) 817-748-8102 f)817-748-8667 c) 817-657-8065 kackermann@ci.southlake.tx.us https://mail.google.com/mail/u/0?ik=1 dc9780fd9&view=pt&search=all&permmsgid=msg-f%3A1655989505017100573&dsgt=1&simpl=msg-f%3A16559... 3/4 1/17/2020 Ci.southlake.tx.us Mail-Fwd:Street Sweeping Contract Renewal Executed Street Sweeping and Other Services Contract- Regent Services-2019-02-20.pdf> https://mail.google.com/mail/u/0?ik=1 dc9780fd9&view=pt&search=all&permmsgid=msg-f%3A1655989505017100573&dsgt=1&simpl=msg-f%3A16559... 4/4 Attachment B ORIGINAL DOCUMENT SOU- LOF AKE CITY OF SOUTHLAKE 111 Council Action. i Ord./Res.No. Date Approved All/ January 30,2019 Southlake Leasing&Mgmt, Inc.dba Regent Services 101 St Louis Avenue Fort Worth,Texas 76104 Attn:Mr.Chaney Russell Subject Contract Award Notification for Southlake Town Square Parking Garage & Street Sweeping, Power Washing and Porter Services RFP1901B200TS190001 Dear Mr.Russell: The City of Southlake is pleased to inform you that Southlake Leasing&Mgmt,Inc.dba Regent Services of Fort Worth,Texas is the awarded vendor for'Contract Award Notification for Southlake Town Square Parking Garage&Street Sweeping, Power Washing and Porter Services RFP1901 B200TS190001'. The award and this agreement are based on your proposal to the City, copy enclosed.This is a single vendor award contract.Your company's award is attached.This award was approved by the City of Southlake City Council on 14111 . The terms and conditions proposed and accepted in this agreement are as follows: Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment) Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing the awarded items exclusively during the term of the contract from the successful vendors. Method of Payment Shall be made by City procurement card or purchase order Delivery Terms: FOB Destination Delivery Locations:Vendor Delivery or City employee pick-up. Term of Contract The term of awarded contract shall remain in effect for twelve months from date of award and is eligible for up to four(4)one(1)year annual renewals City Contact: Kurt Ackermann 817-748-8102 Send all billing to: City of Southlake 1400 Main Street,Suite 440,Accounts Payable Southlake,TX 76092 or via email to accountspavabletfici southlake.ix.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal,state,and local sales taxes. All other specifications,terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka,CPPO,CPPB ttttltt/I!/ Purchasing Manager O)1". LA/CF/i, City of Southlake Gj ••••......'•• i 1400 Main Street,Suite 440 i O • , mySouthlake,Texas 76092 Attest 4 L . u tslifika ci.southlake.tx.us I, ->-! 1 Amy ',Rey,TRMC S ` Contract and A -p Acce ted: Deputy City Secretary J sltiiWDate: AP ZP19 Approv • F• a NIINI , rir 0% Signed:r Mayor Laura Hill City Attorne/City of Southlake 1TUOZ -LO YTiE 1 Y :Iloit4A izkstuoa bovoiq;A}.::1 Appendix B—Proposal Submittal Ched (To determine validity of proposal) r.Appendix B(pages_10^through 20,)must be included ie the proposal submittal Appendix C Conflict of Interest Form(page 20,must be included in the proposal submittaL Form 1295 Certificate of Interested Party(page 2,most be included in the proposal submittal f HB 89 and SB 252 Acknowledgement(page 17, JO"Required Vendor Equipment and Vehicle List Included XII ltirohn,al.,uhmittctl to the ( i1% nCtiuuthiake,11x11 Int!Ude llti,page with the suhtnitted I iupo+al. RFP Number: RFP1901B200TS190001 Project fide: Southlake Town Square Parking Garage& Street Sweeping,Power Washing and Porter Services Submittal 3:00 P.M. (CST), Wednesday January 23, 2019 Deadline, Submit electronically* to: wwwsecurebidusa.com Requires email account 1Q&in and password. Proposer Information: Proposer's Legal Name: Southlake Leasing&Mgmt,Inc dba(Regent Services I Address:. 101 St.Louis Avenue City,State&Zip Fort Worth,Texas 76104 Federal Employers Identification Number#-20-5975326 t'zy•Y -• +sp.+ 817-9841297Pboet•Number: 817-984-1761 1 l E-Mkil Address: crussel regentsvc_com Proposer Mthorintiott I,the undersigned,have the authority to execute this Pro, • I in its entirety as submitted and enter into a contract on behalfofthe Proposer: Printed Name and Position of Authorized Represernatiy Chain sell;P idem Signature of Authorized Representative: i n2Signedthis day)of Z-I® EL - s mont11),20/C1 (Year) I learned of this Request for Proposals by the following means: Newspaper Advertisement City E-mail Notification Southlake Website Cold Call to City Mailed Me a Copy Er Other SecureBid City of Southlake RFP1901B200TS190001 Page 10 of 21 Appendix B—Proposal(conn aed) L REOUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE CONSIDERED COMPLETE,AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY,PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION: 1. Proposed Products and/or Services A. Product or Service Description: Proposers should utilize this section to describe the technical aspects, capabilities, features and options of the product and/or service proposed in accordance with the required Scope of Services as identified in Appendix A. Promotional literature, brochures,or other technical information may be used. B. Additional Hardware Descriptions: Proposers should also include in this section a detailed description of what additional'hardware and/or software, if any,would be required by the City in order to fully utilize the goods and/or services proposed. C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted. D. Proiect Schedule/Delivery Date: Proposer must provide a project schedule noting all projected completion dates for segments of the Project,from start-up to completion,and all delivery dates for goods covered by the RFP. The Proposal must show the number of days required to deliver and install the product or equipment after the receipt of the City's Purchase Order. 2. Cost of Proposed Products and/or Services A. Pricing: Pricing shall reflect the fill]Scope of Services defined herein, inclusive of all associated cost for delivery,labor,insurance,taxes,overhead,and profit. B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format 1 1tie t t tl L'd yf R 1•°'aq±ii 'S F 1 o 1 3u+K d 0 J14w»te. 44-;, an", w DAILY SERVICES X 365 Manual Sweeping/Blowing for Southlake Town 1 Per Svc. Square per Scope of Services 81.02 $29572.30 Manual Sweeping/Blowing for Southlake Town Square East and West Parking Garages per 2 Per Svc. Scope of Services 36.18 $ 13198.40 Manual Sweeping/Blowing for DPS Headquarters Parking Garage per Scope of 3 Per Svc. Services 11.04 $ 4029.60 4 Per Can Empty 136 Trash Cans per Scope of Services $ 52.00 S 18980-00 WEEKLY SERVICES X 52 Power Sweep and Vacuum Southlake Town 1 Per Svc. Square per Scope of Services 190.00 $9880.00 Power Sweep and Vacuum Southlake Town Square East and West Parking Garages per 2 Per Svc. Scope of Services 230.00 $11960.00 Power Sweep and Vacuum DPS Headquarters 3 Per Svc. Parking Garage per Scope of Services 3 85.00 $ 4420.00 City of Southlake RFP190113200TS190001 Page 11 of21 04 ,44PA;,.2.,i;•_,---; G t f4, • 1.- p43—, tt'P'Nr •tt,4,G,* •"`A-1 tt "4: it • 1,1tc' 't't t MONTHLY SERVICES X 12 Power Wash Southlake Town Square East and West Parking Garage Stairwells per Scope of 1 Per Svc. Services 385.00 $4620.00 Power Wash Southlake Town Square North and South Entry Stairways and Landings per Scope 2 Per Svc. of Services 125.00 $ 1500.00 ANNUAL EVENTS Power Wash Southlake Town Hall Building North and South Entry Stairways and Landings l Per Svc. per Scope of Services 85.00 $ 85.00 Power Wash Southlake Town Hall Perimeter Per Sq. Sidewalks Edge-to-Edge Including Handicap 2 Ft. Ramps and Landings per Scope of Services 03 $ .03 OPTIONAL AS-REQUESTED SERVICES _ Power Wash Southlake Town Square East and West Parking Garages and DPS Headquarters Parking Garage Edge-to-Edge Including all Per Sq. Parking Spaces and Ramps per Scope of 1 Ft. Services 03 Power Wash Southlake Town Hall Perimeter Per Sq. Sidewalks Edge-to-Edge Including Handicap 2 Ft. Ramps and Landing per Scope of Services S .03 Power Wash Southlake Town Square Paver Per Sq. Crosswalks Edge-to-Edge Including Handicap 3 Ft. Ramps and Landing per Scope of Services 18 Power Wash Streets and Sidewalks Edge-to- Per Sq. Edge Including Handicap Ramps and Landings 4 Ft. As Requested per Scope of Services 04 OTHER VENDOR CHARGES Other Vendor Charges.Please Describe: I Per Each Other Vendor Charges.Please Describe: 2 Per Each Other Vendor Charges.Please Describe: 3 Per Each tit„Mcgii.".:•WdagniedgiSlikifiX14000:wAPOMP...40.3145-4WA*Waage TOTAL ALL LINE ITEMS City of Southlake RFP1981B200TS190001 Page 12 of 21 3. Term of Contract and Option to Extend Any contract resulting from this RFP shall be effective for twelve months from date of award. The City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion of the City. The following clauses shall be included in the contract A. Option CIause:It is agreed that City will have the option to extend the contract for up to four(4) additional years,in one-year intervals.To exercise this option,the City shall serve notice 30 days prior to contract termination or to the end of any one-year extension.The Option to Extend will not be considered if funding is unavailable or if the contractor's past performance is not within the industry standard. B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing.Requests for price adjustments must be solely for the purpose of accommodating an increase in the cont actor's cost,not profits. Vendors shall show in this quote their anticipated percent of escalation if/when the option to extend is exercised. The percent quoted will be a maximum_ In addition,the percentage proposed will be a factor in determining the best value to the City. It is the average price over the period of the contract that will be the price factor considered in the evaluation of this quote.Quotes in which negative or no escalation is shown will be considered as 0%escalation. C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates charged by the Contractor to reflect any changes shown in the comparative statement delivered to the City. The maximum increase allowed under this provision shall be four percent(4%)per year. The City shall have authority,in its reasonable discretion,to determine the validity of any change in Contractor's rates.City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. First Renewal Escalation Percentage 0 % Second Renewal Escalation Percentage 0 % Third Renewal Escalation Percentage 0 % Fourth Renewal Escalation Percentage 0 ° 4. Proposer's Experience/Staff A. Project Team: Identify all members of the Proposer's team (including both team members and management)who will be providing any services proposed and include information which details their experience. B. Removal or Replacement of Staff:If an assigned staff person must be removed or replaced for any reason,the replacement person must be approved by City prior to joining the project C. Business Establishment: State the number of years the Proposer's business has been established and operating. If Proposer's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals,if different than present,must be provided; State the number of years' experience the business has: 20 ;and the number of employees: 158 . City of Southlake RFP1901B200TS19000I Page 13 of 21 D. Project Related Experience: All Proposals must include detailed information that details the Proposer's experience and expertise in providing the requested services that demonstrates the Proposer's ability to logically plan and complete the requested project 5. References Proposer shall provide four(4)references where Proposer has performed similar to or the same types of services as described herein. JI Reference#1: Client/Company Name: City of Southlake Contact Name: Contact Title: Kurt Ackermann Facilities Manager Phone: Email: 817-657-8065 kackermann@ci.southlake.bc.us Date and Scope of Work Provided: Janitorial and related services Reference#2: Client/Company Name: City of Grapevine Contact Name: Contact Title: Chad Hester Facility Service Manager Phone: 817-410-3367 Email: chesteng2grapevinetexas.gov Date and Scope of Work Provided: Janitorial and related services Reference#3: Client/Company Name: City of Allen Contact Name: Contact Title: Bobby Trevino Contract Manager Phone: Email: f 214-509-3370 btrevino@cityrofalten.org Date and Scope of Work Provided: t :. Janitorial and related services 111; Reference#4: Client/Company Name: I lCardingRealEstateGroup,LLC/MARC Group Contact Name: Contact Title: Bruce Jemigan Facilities Manager Phone: iai1 972-506-3876brutej emi ang @omcworkplace.com Date and Scope of Work Provided: Janitorial and related services City of Sonthlake RF P1901B200TS190001 Page 14 of 21 6. Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information: This proposal (does) V (does not)contain trade secrets and/or confidential information. If applicable, describe such trade secrets and confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosure. 7. Federal,State and/or Local Identification Information A. Centralized Master Bidders List registration number. 20-5975326 B. Prime contractor HUB/MWBE registration number N/A C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security Number.# 8. Emergency Business Services Contact Notice Daring a natural disaster,or homeland security event,there may be a need for the City of Southlake to access your business for products or services after normal business hours and/or holidays. The City may request City employee pick up or vendor delivery of product or services. For this purpose,a primary and secondary emergency contact name and phone number are required it is critical the vendor's emergency contact information remains current City shall be contacted by E- mail with any change to a contact name or phone number of these emergency contacts.Updates may be emailed to vendors@ci.southlake.tx.us. All products or services requested during an emergency event are to be supplied as per the established contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours emergency opening of the business,if any. In general,orders will be placed using a City of Southlake procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee,if applicable. The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours emergency opening of the business listed below. Business Name: Southlake Leasing&Mgmt, Inc dba/Regent Services Contract#: RFP1901 B200TS190001 Description: Southlake Town Square Parking Garage&Street Sweeping,Power Washing&Porter Svc. Primary Contact(Name): Chaney Russell Primary Contact Phone Numbers:Home: 817 984-1761 Cell: 817-789-0425 Secondary Contact(Name): Delano Mlles Secondary Contact Phone Numbers:Home: 817 984-1761 _ Cell: 817-915-4578 After Hours emergency opening fee,if applicable:$ N/A City of Southlake RFP1901B200TS190061 Page 15 of21 9. Cooperative Governmental Purchasing Notice Other governmental entities maintaining interlocal agreements with the City,may desire,but are not obligated, to purchase goods and services defined in this RFP from the successful Bidder. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity's debts. Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFP specifications. Prior to other governmental entities placing orders,the City will notify the successful Bidder of their intent. Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. J] Yes,Others can purchase I No,Only the City can purchase Il. CONTRACT TERMS AND CONDITIONS EXCEPT WHERE PROPOSER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED PROPOSAL,ANY CONTRACT RESULTING FROM THIS RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A PROPOSAL: 1. Delivery of Products and/or Services A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City,payment terms for the City are Net 30 days upon receipt of invoice. B. Warranty of Products and Services:All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal,to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Services,and all services performed shall be warranted to be of a good and workmanlike quality,in addition to,and not in lieu of,any other express written warranties provided. C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the timeframes established in the Project Schedule,the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Proposer, who agrees to pay such costs within ten days of invoice. D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder,if any,the title and risk of loss of the goods shall not pass to City until City actually receives,takes possession, and accepts the goods and the installation of such goods,has tested the system,and determined that it is in good and acceptable working order. 2. Miscellaneous l•, 1; IA. independent Contractor.Proposer agrees that Proposer and Proposer's employees and agents have no employer-employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner of liability in the event of default by the assignee. City of Southlake RFP1901B200TS190001 Page 16 of 21 C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor,goods,and services which may be provided to the City by Proposer or Proposer's vendor(s),and if the City requests,a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise,were offered or given by the successful Proposer,or its agent or representative,to any City officer,employee or elected representative,with respect to this RFP or any contract with the City,and that if any such bribe is found to have been made this shall be grounds for voiding of the contract. E. Financial Participation: Proposer certifies that it has not received compensation from the City to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. F. Required Licenses:Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein. 0. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract. H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and Proposer will strictly comply with, all applicable federal,state,and local laws,ordinances,rules, and regulations. I. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time while providing products or services to the City of Southlake. vi Yes,we agree No,we do not agree J. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan or a foreign terrorist organization while providing products or services to the City of Southlake. v'] Yes,we agree I No,we do not agree 3. Financial Responsibility Provisions A. Insurance: The Proposer, consistent with its status as an independent contractor,shall carry, and shall require any of its subcontractors to carry,at least the following insurance in such form,with such companies,and in such amounts(unless otherwise specified)as City may require: i. Worker's Compensation and Employer's Liability insurance, including All States Endorsement, to the extent required by federal law and complying with the laws of the State of Texas; ii. Commercial General Liability insurance, including Blanket Contractual Liability,Broad Form Property Damage, Personal Injury, Completed Operations/Products Liability, Premises Liability,Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements,for at least One Million Dollars($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired automobiles to be used by the Contractor, with coverage for at least One Million Dollars 1,000,000)Combined Single Limit Bodily Injury and Property Damage. City of Southlake RFP1901B200TS190001 Page 17 of2l B. Indemnification: Proposer agrees to defend,indemnify and hold harmless the City,all of its officers,Council members,agents and employees from and against all claims,actions,suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses,arising out of,connected with,or resulting from any acts or omissions of Proposer or any agent,employee,subcontractor,or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. C. $ond Requirements: Prior to the commencement of work on this Project,Proposer shall deliver to the City the following bonds issued by a good and sufficient surety licensed by the State of Texas and satisfactory to the City: i. A payment bond in the amount of 100%of the total contract amount insuring the full and prompt payment of all persons performing labor and/or furnishing materials in connection with this Project; ii. A performance bond in the amount of 100% of the total contract amount insuring full, faithful, and prompt performance of the responsibilities contained in this contract within the time parameters provided herein is City of Southlake RFP1901B200TS190001 Page 18 of 21 Appendix C-Form CIQ JNFORMATION REGARDING VENDOR CONFLICT OF INTEREST OUESTIONNAIRE WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an employment or business relationship with an officer of the City that results in taxable income exceeding$2,500 during the preceding twelve—month period,or an officer or a member of the officer's family has accepted gifts with an aggregate value of more than$250 during the previous twelve—month period and the person engages in any of the following actions: 1. contracts or seeks to contract for the sale or purchase of property,goods or services with the City, including any ofthe following: a. written and implied contracts,utility purchases,purchase orders, credit card purchases and any purchase of goods and services by the City; b. contracts for the purchase or sale of real property,personal property including an auction of prey; c_ tax abatement and economic development agreements; 2. submits a bid to sell goods or services,or responds to a request for proposal for services; 3. enters into negotiations with the City for a contract;or 4. applies for a tax abatement and/or economic development incentive that will result in a contract with the City THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY: I. Mayor and City Council Members; 2. City Manager; 3. Board and Comrvission members and appointed members by the Mayor and City Council; 4. Directors of 4A and 4B development corporations; 5. The executive directors or managers of 4A and 4B development corporations;and 6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City. EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was a political contribution,a gift to a member of the officer's family from a family member;a contract or purchase of less than$2,500 or a transaction at a price and subject to terms available to the public;a payment for food,lodging, transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or agency. WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a Conflict of Interest Questionnaire"(FORM CIQ)which is available online at www.ethics.state.tx.us and a copy of which is attached to this guideline.The form contains mandatory disclosures regarding"employment or business relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the questionnaire. WHEN:The person or business must file: I, 1. the questionnaire—no later than seven days after the date the person or business begins contract discussions or negotiations with the municipality,or submits an application,responds to a request for proposals or bids,correspondence,or other writing related to a potential contract or agreement with the City;and 2. an updated questionnaire—within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate. It does not matter if the submittal of a bid or proposal results in a contract.The statute requires a vendor to file a FORM CIQ at the time a proposal is submitted or negotiations commence. WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department.The Finance Department is required by law to post the statements on the City's website ENFORCEMENT:Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed 5500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business days after the person received notice of a violation. NOTE:The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire. City of Southlake RFP1901B200TS190001 Page 19 of 21 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the taw by H.B.1491,80th Lag„Regular Session. OFFICE USE ONLY This questionnaire is being flied in accordance with Chapter 176,Local Government Code pate Received by a person who has a business relationship as defined by Section 176.001(1-a)with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts 1 j that require the statement to be filed. See Section 176.006.Local Government Code. A person commits an offense if the person knowingly violates Section 176.006. Local Government Code.An offense underthis section Is a Class C misdemeanor. Name of person who has a business relationship with local governmental entity. 4///4.- Jx 6 aCheck this box If you are filing an update to a previously filed questionnaire. The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day atter the date the originally filed questionnaire becomes incomplete or inaccurate.) 3 i Name of local government officer with whom filer has employment or business relationship. Name of Officer G i This section (item 3 including subparts A, 6. C & D) must be completed for each officer with whom the filer has an employment or other business relationship es defined by Section 176.001(1-a),Local Government Code. Attach additional pages to this Form CIO as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income,other than investment income,from the filer of the questionnaire? nYes No B. Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income,from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director,or holds an ownership of 10 percent or more? Yes n No D. Describe each employment or business relationship with the local government officer named in this section. i j i Signature of person doing business with the governmental entity Date j, l Adopted 0612812007 City of Southlake RFPI901B200TSI90001 Page 20 of 21 CITY OF SOUTHLAKE ADDENDUM NUMBER#1 To: All Proposers Date:January 14,2019 Request for Proposal: RFP1901B200TS190001 Southlake Town Square Parking Garage&Street Sweeping,Power Washing and Porter Services Proposal Due Date: 3:00 p.m.,Wednesday January 23,2019 1. Addendum No.1.dated January 14.2019,per Addendum#1,the City of Southlake is answering vendor submitted questions. QUESTION: Pricing Question:Oational As Renuested Services Line Items Same question for item 1,2,3,4 Do you just want a per square foot price-or-are we to measure those areas and give a price for entire structure or described area? For instance-item I is it X per square foot OR Total structure square footage-700,000 square feet times X per square foot=$Y The bid says we are to measure the square footages,but the bid only seems to ask for the square foot pricing. Can you chine ANSWER: The City is requesting a square foot price for the Optional As-Requested items. Full location cleaning may not be required. No minimum square footage guaranteed for these Optional As-Requested services. 2. There are no other chanties, Waft, 99a4fei Shares Jackson Chief Financial Officer City of Southlake In the submission of th,./proposal, '...+oser must acknowledge receipt of this addendum. Proposer shall acknowledge this adden by • d returning one copy of this notice with their proposal submission. Signed:Dated:0 aa—le? • 111PCompalName: _ .., r. : • .+:i! Ili I _A at ay ofSounAtake•Roma Department• 1400 MinSbee4 Soh 440• SootMeAe,Texas 70092 517.748.8312 i Equipment list Regent Services Name 1 Serial it Model# Whitiker 110066400003614 Whitiker 10066360001344 Powerflite 114July06D5 j Floor Grinder Ser#8-7967CP400_ I Wet Vac ISN18W0 SN18WD Wet Vac 0402200161 WD17351-- Powerflite 22MARO7AKAD15036 Dehumiffier 33272 F292 Carpet Fan EX070810088 Carpet Fan EX070810715 Carpet Fan IEX070810697 Carpet Fan i missing tag Steamer 09-17444 Wet Vac 10A3237 PF53 Wet Vac 8D3067 PF55 j l Powerflite 33079 Spray Machine 10110582 Kyvac DTRS141150866 Kyvac CTRS141150816 Powerflite vac P08J27080 PF2008 Powerflite vac P08J27086 PF2008 Echo vac P11012117828 ES-210 Echo vac Toro 310137192 51599 Sand blaster 124L3876 6.5 C.E Power Wash Trailer Trash Trailer Max Air Fan BF42BD f Kobota 78598 RTV 900 W6-H J Rigid Power washer AM045196 RD80701 Lawn Mower Weedeater 033107M057569 96114000310 — k Echo weedeater 572812083847 SMR-210 r Vacuum _ i100653 101336 Chop Saw 168513 028715 _— I Power Washer GBCT-1152492 390 — Power Washer AM2315322 Hydro Scrubber 201100419 ANT3C Extractor Power-Flite high speedI, t Power-Flite high speed • Power-Flite vac 4 Breeze-CN2152 01130590 j Diversey Pad Driver 4972114 8504-710 II! Diversey Buffer 376154000004696000 8003-790 I Dri-Pod drying Fan 08940 i DRD451 i. Dri-Pod drying Fan 08931 DRD451 Dri-Pod drying Fan 08969 DRD451 _ Dri-Pod drying Fan 08962 DRD451I Power Boss Atlas Street Sweeper 13020447 a NOY tlaIYYWttmeleYetMYYILIYYYL1YalunauWYYYWWYYMWWYYMYtl YIMUn Y1MN41YIY:IM6'IfINOiYYCIMYWYYYINIYBLYA- IYatiala11omunMYPnrniumpYmAilibWY1di6lifLYUMYYWndok YIRYINIYFIL'ft;O1Y1m41W1YP.LW1nittle YMYIYYWdYII Cl)ent#:95645 18REGENSER 1 ACORD.CERTIFICATE OF LIABILITY INSURANCE DATE(setlCD1WY1) 1123/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the cell holder M an ADDITIONAL INSURED.the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. N SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,gain policies may require an endorsement.A statement on this certificate does not confer any rights to the certificate holder In lieu of such endorsem•rd(s). PRODUCM ESWIer Marsh Northam 1211,.B,a;817336-3030 016,x,Net 817 3364257 1600 West Seventh Street MAIL Fort Worth,TX 76102.2506 A INSURERS) COVERAGE RAC N) INSURER A:Manned Insurance Comparry 10677 INSURED seuREe a:Texas Mutual Insurance Company 22945 Southlake Leasing&Management DBA Regent Services INSURER C: INSURES! : 101 Saint Louis Avenue D Fort Worth,TX 76104 INSURER E. INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POUCIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS is CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. UMIT3 SHOWN MAY HAVE BEEN REDUCED BYgPAID D CLIMS- NIDI TYPE OF INSURANCE A I POUCYNuNam AW Y i treApOI ) LIwrs A X COMMERCIAL GENERAL LLABLITY EPP0239879 04101/2018 04/0112019 EACH OCCURRENCE 51.000,000 C<.AIMS-WOE n OCCUR i ea) 5500.000 X BI/PD Dad:$1,000 MED EXP(nycum ,) $10,000 PERSONAL&ACV INJURY s1,000,000 GENU AGGREGATE UNIT APP LES PER: GENERAL AGGREGATE s2,000,000 1 POLICY R lictC4 1 1 Loc PRODUCTS-coP AGO s2,000,000 OTHER 5 A Aurawoan.E UABIUrY EBA0239879 04/01/2018 04/ 011201siLMIt 51.000,000 X my sum BODILY INJURY(Per person) $ OWNEDY -SCSINJURYEDBODILY (Per accident) $ AUTOS ONLX /:11RTECII OM.Y X AUTOSOH9 P sc , aY te $ s A X UMBRELLA 1-443 X OCCUR EPP0239879 04/0112018 04/011201*.EA HIXCURReICE x10,000,000 EXCESS Les CLAIMS-MADEAGGREGATE 110,000,000 DED X RL=IENTIONSO B WORKERS COSIPEIMATION TSF0001231967 04/01/2018 0410112019 X OTH, AND P1PLOYERS'LARTN rY ANY PIwPRIEr CUTTVE r/N EL EACH ACCIDENT 51,000,000 OFRGERIMEMBER CLUDE]'U D N I A rMndMerY In NFL) EL DISEASE-EA EMPLOYEE 51,000,000 If i ttss__IP11pN OF OPERATIONS belowunder EL DISEASE-POLICY LIMIT $1,000,000 pEgCg DESCRIPTION OF OPERATIONS/LOCATORS/VEHICLES(ACORO 101,Addlliunal Remarlu Schedule,may Ds attached If moss space is,squi,ed) Named Insured Continued to read:DFW Facility Maintenance,Inc. Commercial General Liability Coverage Form-GA101TX 09/10 Additional Insured by Contract-AA4171 11/05 Blanket Waiver of Subrogation-Auto-AA4172 09/09 Texas Waiver Of Our Right To Recover From Others Endorsement-WC420304B 06114 See Attached Descriptions) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Southlake THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 1400 Main Street ACCORDANCE WITH THE POLICY PROVISIONS. Southiake,TX 76092 AUTHORIZED REPRESENTATIVE WO I e d Mahe d A/uah USA oris 1988-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016103) 1 of 2 The ACORD name and logo ere registered marks of ACORD 18CLS 81014502/M963478