Item 4J MemoCITY OF
SOUTHLAKE
Item 4J
MEMORANDUM
(October 5, 2021)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve an annual purchase agreement with Regent Services
(Southlake Leasing) for janitorial services for all City facilities
through an Interlocal Agreement (ILA) with the City of
Grapevine in an amount not to exceed $325,000.
Action
Requested: Approve an annual purchase agreement with Regent Services
(Southlake Leasing) for janitorial services for all City facilities
through an Interlocal Agreement (ILA) with the City of Grapevine 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 and porter
services has been provided by Regent Services since FY 2011 for
all City facilities. Regent Services janitorial services includes 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 City's purchasing policy for this service is met through an ILA
with the City of Grapevine. On May 19, 2021, the City of Grapevine
renewed its contract RFB461-2018 for janitorial services with
Regent Services (Southlake Leasing Management); this renewal is
the third of four one-year renewal options (Attachment B).
Page 1 of 3
Item 4J
Below is a breakdown of square footage and annual cost per City
facility with Regent Services:
Sq. Ft.
City Facility
Annual Cost
76,222
Town Hall
$ 55,245.72
1 Day
Town Hall Porter Services — Saturday
$ 5,923.44
58,702
DIPS East
$ 40,825.44
12,903
DIPS West
$ 9,290.16
7,000
Municipal Service Center
$ 4,872.00
4,200
Senior Center
$ 2,923.20
4,800
Parks Construction Trailer
$ 2,784.00
3,600
Nature Center
$ 2,505.60
6,169
Tennis Center
$ 31,091.76
*
Parking Garage (7 days/week)
$ 2,195.16
15,613
DIPS North
$ 11,241.12
23,367
The Marq — Legends Hall
$ 30,914.64
75,500
The Mar — Champions Club
$ 82,446.00
7 Days
The Marq Porter Services
$ 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.
The cost of service for FY 2022 remains the same as FY 2021, as
there was no price increase for similar services.
Funding for janitorial services is provided in the FY 2022 Facilities
Operating Budget and Community Enhancement Development
Corporation (CEDC) Fund budget. The CEDC recommended
approval of CEDC funds related to the services at The Marq at their
meeting on September 28, 2021 in an amount of $155,000.
Expenditures will not exceed budgeted funds.
Strategic Link: This item links to the City's Strategy Map strategic focus area of
Infrastructure. It specifically relates to the City's Corporate
Objective, F2: Invest To Provide & Maintain High Quality Public
Assets.
Citizen Input/
Board Review: None.
Legal
Review: The agreement conforms to the previous ILA that has been
reviewed by the City Attorney.
Alternatives: The City Council may approve or deny the purchase agreement.
Page 2of3
Item 4J
Staff
Recommendation: Approve an annual purchase agreement with Regent Services
(Southlake Leasing) for janitorial services for all City facilities
through an Interlocal Agreement (ILA) with the City of Grapevine in
an amount not to exceed $325,000.
Supporting
Documents: Attachment A: Janitorial Specifications
Attachment B: City of Grapevine Contract Renewal RFB461-2018
Attachment C: Proposal — City Facilities
Attachment D: Proposal — The Marq — Legends Hall
Attachment E: Proposal — The Marq — Champions Club
Staff
Contact: Rob Cohen, Director of Public Works
Jack Thompson, Deputy Director of Public Works — Operations
Page 3of3
Janitorial Specifications
For: City of Southlake
A. General Cleaning
Hard Surface Floors - swept/dust mopped and wet mopped nightly.
2. Carpeted Floors - vacuumed nightly.
3. Trash Receptacles:
a. Receptacles emptied, liners replaces as needed; trash removed to collection
point.
b. Empty boxes and other articles of trash not in a designated trash containerwill
be removed only if such items are marked TRASH.
C. Items sitting on top or inside of a trash container will be discarded as trash.
4. Exterior Ash Trays - emptied and wiped clean nightly.
5. Desks, Workstations and Furniture Tops - dusted weekly without moving paper or
files.
6. Interior Glass Doors and Panels - spot cleaned nightly.
7. Drinking Fountains - cleaned and disinfected nightly.
8. Spilled Liquids - wiped up or spot mopped nightly.
9. Entrance Doors, Glass and Mats - glass spot cleaned nightly. Mats vacuumed
nightly.
10. Planters - policed to remove trash and debris as needed.
11. Break Areas - clean table tops, chair seats, counter tops, sinks and microwaves
nightly. Cabinet fronts cleaned as needed for spills. Appliance tops are to be kept
free of dust. Dish washing is not included but can be added for an additional
charge.
12. Janitorial Closets and Storage Areas -
a. Storage shelves cleaned and products stored in a neat and orderlyfashion.
b. Mops cleaned and stored.
c. Sinks cleaned and drains free of mop strings and other debris.
d. Floors swept and mopped.
e. Equipment and tools clean and stored in a neat and orderly manner.
f. Lights turned off and doors closed and locked.
JANITORIAL SPECIFICATIONS
PAGE 2
B. REST ROOM SANITATION: (five nights each week)
1. Floors - dust mopped then mopped with disinfectant.
2. Toilets, Urinals and wash Basins - cleaned and disinfected.
3. Walls and Partitions - spot cleaned.
4. Mirrors and Bright Metal - cleaned and polished.
5. Sanitary Napkin Receptacles - emptied, cleaned and disinfected.
6. Rest Room Supplies ( towels, tissues, hand soap, etc.) - replenished in
dispenser.
C. FLOOR MAINTENANCE:
Buffing, scrubbing, stripping and/or refinishing of composition or ceramic tile, terrazzo, brick
pavers and other hard surface floors will be done for proper maintenance and best appearance
in accordance with the following frequencies:
1. Lobby Floor - detail cleaned and scrubbed one time per month.
2. Break Area Floor - detail cleaned and buffed monthly, scrubbed and recoated
every three months if necessary.
3. Copy/Mail Room - detail cleaned and buffed monthly.
4. Office Area Tile Floors - detail cleaned and buffed monthly.
5. Rest Room Floors - scrubbed, detail cleaned and rinsed quarterly.
D. CARPET CLEANING:
1. Spot clean common area hallway carpet as needed.
2. Carpet cleaning using a variety of methods can be done for an additional,
outlined in the summary of charges.
E. SPECIAL CLEANING:
1. Low Ledges, Window Sills, Book Cases, File Cabinets, Pictures and Partition
Tops - dusted weekly.
-9-
JANITORIAL SPECIFICATIONS
PAGE 3
E. SPECIAL CLEANING: ( Cont. )
2. Doors, Woodwork, and Wall Areas Around Switch Plates - spot washed for hand
prints weekly.
3. Door Handles, Push Bars, Push Plates and Kick Plates - cleaned weekly.
4. Desk, Work Station and Furniture Tops - cleaned weekly when clear of papers
and files.
5. Fire Stairs - handrails dusted; landings and stairs swept; exposed pipes and
valves dusted weekly.
6. Rest Room Partitions and Stall Doors - dusted weekly.
7. Tenant Suite Signs - dusted and spot cleaned to remove smudges and hand
prints weekly.
8. Lobby Glass Doors - washed inside/out weekly.
9. Carpet Under Desks, Edges, Corners, Etc. - detail vacuumed twice monthly.
10. High Ledges, Tops of Doors, and Window Frames - dusted monthly.
11. Coffee Bars and Break Room Tables and Chairs - legs and bases cleaned
monthly.
12. Ceiling Corners - cleaned to remove cobwebs monthly.
13. Fire Extinguisher Cabinets - dusted inside and out; glass cleaned monthly, if
unlocked.
14. Baseboards - dusted monthly.
15. Ceiling Vents and Grills - dusted or vacuumed quarterly.
16. Window Blinds - dusted quarterly.
17. Exit Signs - dusted or damp wiped quarterly.
F. WINDOW WASHING AND GLASS CLEANING:
1. Entrance Doors - washed inside and out weekly.
2. Interior Glass Doors and Side Panels - washed quarterly.
3. All Other Glass/Window Cleaning - to be negotiated separately.
NOTE: The above is intended as a basic guideline for cleaning this facility. Within this schedule, we provide enough flexibility to handle a
reasonable amount of unforeseen work
-10-
Attachment B
PINE
T ,"x =as
Renewal Notification
Southlake Leasing Management DBA Regent Services
Attention: Chaney Russell
crussell(a? repentsvc. com
1307 8th Avenue Ste. B-2
Fort Worth, Texas 76104
May 19, 2021
Re: CONTRACT RENEWAL LETTER
City of Grapevine Contract with Renewals: RFB 461-2018
Contract Title: Janitorial Services
Renewal Options: Third of Four Renewal Options
Renewal period: May 19, 2021 through May 18, 2022
Renewal Purchase Order: PO-23239 (All invoices must reference this P.O.)
The City of Grapevine has decided to renew this contract based on your intent to
renew confirmation and with the same Terms and Conditions for the renewal
period noted.
Please sign this Contract Renewal letter and return to Lance Wright at
Iwrighta-grapevinetexas.gov or fax 817-410-3066 within five business days of
notification. All invoices must reference the current Purchase Order number for
Janitorial Services.
Please return the attached renewal forms and a current Insurance Certificate if
required in the contract. The City appreciates your excellent service and
commitment to our needs on this contract and we look forward to continuing this
successful business relationship.
Please let me know if you have any questions.
Sincerely,
" tr
Lance Wright
Purchasing Agent
Purchasing (817) 410-3336; Fax (817) 410-3066
Office Address: 501 Shady Brook Drive, Room #108, Grapevine, Texas 76051
Page 1 of 2
ACCEPTANCE
Date: - l' o -L
Signed:
Printed name: 1 9M
Attachment: Renewal Purchase Order
Purchasing (817) 410-3336; Fax (817) 410-3066
Office Address: 501 Shady Brook Drive, Room #108, Grapevine, Texas 76051
Page 2of2
Form TGC 2270
VERIFICATION RE4 ; UIRED BY TEXAS GOVERNMENT CODE CHAPTER 2270
Contract identifier: PO-23239, Renewal 3
City Janitorial Services
Vendor: Regent Services
Department: Citywide
By signing below, Company herby verifies the followin
1. Company does not boycott Israel;
2. Company will not boycott Israel rng er of the
SIGNED BY: "--e
Print Name of Person:
Signing, Title, and
Company
Date signed: S i
Government Code § 2270.002. Provision Required in Contract
Effective: September 1, 2017
A governmental entity may not enter into a contract with a company for goods or services unless the
contract contains a written verification from the company that it:
(1) Does not boycott Israel; and
(2) Will not boycott Israel during the term of the contract.
The following definitions apply:
(1) "Boycott Israel' means refusing to deal with, terminating business activities with, or otherwise
taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations
specifically with Israel, or with a person or entity doing business in Israel or in an Israeli -controlled
territory, but does not include an action made for ordinary business purposes.
(2) "Company" means a for -profit sole proprietorship, organization, association, corporation,
partnership, joint venture, limited partnership, limited liability partnership, or limited liability company,
including a wholly owned subsidiary, majority -owned subsidiary, parent company, or affiliate of those
entities or business associations that exists to make a profit.
(3) "Governmental entity" means a state agency or political subdivision of this state.
State law requires verification from a Company for contracts involving goods or services
(regardless of the amount) before the City can enter into the contract.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION
FOR CONTRACTS AND GRANTS
Name of Individual, Agency, Business or Organization
� stw`(ey
Doing business as (DBA), if applicable:
01 Sir Lp u i's, o -1w o
Address
RFB 461-2018, City Janitorial Services, Renewal 3, PO_23239
Applicable Procurement or Solicitation #, if any:
Federal Employer Tax Identification #:
READ CAREFULLY BEFORE SIGNING THIS CERTIFICATION, Federal regulations require contractors, bidders, and sub grantees to sign and
abide by the terms of this certification, without modification, in order to participate in certain transactions directly or indirectly involving federal funds.
The City has the policy to require this certification from all entities doing business with the City regardless of the funding sources.
1. By signing and submitting this certification, the prospective vendor/grantee is attesting/acknowledging the representations set out below.
2. This certification is a material representation of fact upon which the City of Grapevine, Texas (the "City") will rely on when this transaction
is entered into. If is is later determined that the prospective vendor/grantee knowingly rendered an erroneous certification, in addition to
other remedies available to Federal or State departments or funding agency(s), the City may pursue on its own available remedies,
including contract termination, suspension and debarment.
1 The prospective vendorlgrantee shall provide immediate written notice to the City, Managing Director of Fiscal Services, 200 S. Main
Street, Grapevine. TX 76051, if at any time it learns that its certification was erroneous when submitted or has become erroneous by
reason of changed circumstances.
4. The terms "covered contract", "debarred", "suspended", "ineligible", "participant", "person", "principal', "proposal", and "voluntarily
excluded", as used in this certification, have meanings based upon materials in the Definitions and Coverage sections of federal rules
implementing Executive Order 12549.
5. The prospective vendor/grantee agrees, by submitting this certification, it shall not knowingly enter into any lower -tier -covered transaction
or sub -contract with a person or entity that is proposed for debarment, debarred, suspended, declared ineligible, or voluntarily excluded
from participation in this transaction, unless pre -authorized by the appropriate federal or state department or agency, or by the City.
6, Do you have or do you anticipate having sub-vendors/sub-grantees under this proposed agreement?
✓ Yes _No
T The prospective vendor/grantee further agrees by submitting this certification, that it will include this certification titled "Certification
Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Contracts and Grants," without modification, in all lower -tier
covered transactions and sub -contracts and in all solicitations for lower -tier covered transactions and sub -contracts.
8. A vendor/grantee may rely upon a certification of a prospective participant that it is not proposed for debarment, debarred, suspended,
ineligible, or voluntarily excluded from the transaction, unless it knows that the certification is erroneous. Each vendor/grantee is required
to check the list of parties excluded from federal and state procurement and non -procurement programs. The City checks this list for all
parties to which it provides funds that are derived directly or indirectly from the Federal Government
9. Nothing contained in the foregoing shall be construed to require the establishment of a system of records in order to render in good faith
the certification required by this certification document. Participants are not required to have knowledge and information exceeding that
which is normally possessed by a prudent person in the ordinary course of business activity.
10. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a transaction knowingly enters into a lower -
tier transaction or contract with a person who is proposed for debarment, debarred, suspended, ineligible, or voluntarily excluded from
participation, in addition to other remedies available to the Federal Government, the City or its applicable funding agency(s) may pursue
available remedies, including contract termination, suspension and/or debarment.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION
FOR CONTRACTS AND GRANTS
Check he statement that applies to the potential vendor/grantee:
1. The prospective vendor/grantee certifies by submission of this certification, that neither it nor its principals:
a) Is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any
Federal or State department or agency; and
b) Have, within a three-year period preceding this certification, been convicted of or had a civil judgment rendered
against them for fraud; committed a criminal offense in connection with obtaining, attempting to obtain, or
performing a public (Federal, State, or local) transaction or contract; violated Federal or State antitrust
statutes; committed embezzlement, theft, forgery, bribery, falsification or inappropriate destruction of records;
or received stolen property; and
c) Is presently indicted for or otherwise charged by a government entity (Federal, State, or local) with the
commission of any of the offenses enumerated in the preceding paragraph (b) of this certification; and
d) Have, within a three-year period preceding this certification, had one or more contracts or transactions (Federal,
State, or local) terminated for cause or default.
2. The potential vendor/grantee is unable to certify to one or more of the terms in this certification. In this instance, the
potential vendor/grantee must attach a signed and dated explanation for each of the above terms, 1(a) through 1(d),
to which it cannot certify.
Business Name: q,:, _ A�� c ruASa. v+ L 4 �" -V
Name and Title of Authorized
Representative:
Signature of Authorized
Representative:
Date:
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1of1
Complete Nos. 1- 4 and 6 if there are interested parties.
OFFICE USE ONLY
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
CERTIFICATION OF FILING
Certificate Number:
1
Name of business entity filing form, and the city, state and country of the business entity's place
of business.
2021-755017
Southlake Leasing and Management dba Regent Services
Fort Worth, TX United States
Date Filed:
05/20/2021
2
Name of governmental entity or state agency that is a party to the contract for which the form is
being filed.
City of Grapevine
Date Acknowledged:
05/24/2021
3
Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
RFB-461-2018, PO-23239
City Janitorial Services
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
Intermediary
5
Check only if there is NO Interested Party.
X
6
UNSWORN DECLARATION
My name is and my date of birth is
My address is
(street) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in _County, State of on the day of , 20
(month) (year)
Signature of authorized agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx,us Version V1.1.ceffd98a
CERTIFICATE OF INTERESTED PARTIES
Complete Nos. 1- 4 and 6 if there are interested parties.
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
I Name of business entity tiling form, and the city, state and country of the business entity's place
of business.
Southlake Leasing and Management dba Regent Services
Fort Worth, TX United States
2 Name of governmental entity or state agency that is a party to the contract for w ich the form is
being filed.
City of Grapevine
FORM 1.295
loft
OFFICE USE ONLY
CERTIFICATION OF FILING
Certificate Number:
2021-755017
Date Filed:
05/20/2021
Date Acknowledged:
g Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
RFB-461-2018, PO-23239
City Janitorial Services
4 u Nature of interest
Name of Interested Party City, State, Country (place of business) (check applicable)
Controlling I intermediary
5 Check only if there is NO Interested Party. ❑
X
6 UNSWORN DECLARATION ,�//�
My name is 6�%53 0 and my date of birth is
My address is 5 2�I YXA E)uof y4V42 rtc>jcd I. Z dZ L s l
(street; (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
`
Executed in c i V�L n T County, State of
Forms provided by Texas Ethics Commission www.ethics.state.tx.us
of 20—t t.
_(monl (year)
ed agent of contracting business entity
(Declarant)
Version V1.1.ceffd98a
CITY OF GRAPEVINE
P.O. Box 95104
Grapevine, TX 76099
Purchasing Office
Phone: (817)410-3336
Fax: (817)410-3066
DELIVERY ADDRESS:
FACILITY SERVICES (PW)
501 SHADY BROOK
OUTER BUILDING
GRAPEVINE, TX 76051
Vendor No.:
103268
PURCHASE ORDER
P.O. No.: 23239
Date: 05 / 19/21
This is a confirmation: ❑
This is an order: ❑
SOUTHLAKE LEASING MANAGEMENT
DBA REGENT SERVICES
101 ST LOUIS AVE
FT WORTH, TX 76104
LWRIGHT
Delivery Date:
05/18/22
ITEM QTY
NO.
DESCRIPTION
ACCOUNT
NO.
UNIT
AMOUNT
TOTAL
AMOUNT
1
1
Renewal of an Annual
10044540118002
.01
.01
City Janitorial
Services contract RFB
461-2018 per the terms,
conditions. Renewal 2
Contract period 5-19-21
through 5-18-22. 1
renewal option
remaining.
Requ#
5381
2
1
Renewal of an Annual
20044540530002
.01
.01
City Janitorial
Services contract RFB
461-2018 per the terms,
conditions. Renewal 2
Contract period 5-19-21
through 5-18-22. 1
renewal option
remaining.
Requ#
5381
3
1
Renewal of an Annual
20044540531002
.01
.01
City Janitorial
Services contract RFB
461-2018 per the terms,
conditions. Renewal 2
Contract period 5-19-21
through 5-18-22. 1
renewal option
CONDITIONS OF PURCHASE
• 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.O. BOX 95104, GRAPEVINE, TX 76099.
• THE CITY OF GRAPEVINE IS TAX EXEMPT.
• ALL INFORMATION RELATING TO ANY REFERENCED BID DOCUMENTS APPLY TO THIS PURCHASE.
Purchasing Agent
PURCHASING COPY
IT -E -%XX 1-8'�
7+
DELIVERY ADDRESS:
CITY OF GRAPEVINE
P.O. Box 95104
Grapevine, TX 76099
Purchasing Office
Phone: (817)410-3336
Fax: (817)410-3066
FACILITY SERVICES (PW)
501 SHADY BROOK
OUTER BUILDING
GRAPEVINE, TX 76051
Vendor No.:
103266
PURCHASE ORDER
P.O. No.: 23239
Date: 05/19/21
This is a confirmation: ❑
This is an order: ❑
SOUTHLAKE LEASING MANAGEMENT
DBA REGENT SERVICES
101 ST LOUIS AVE
FT WORTH, TX 76104
LWRIGHT
Delivery Date:
05/18/22
ITEM
NO.
QTY
DESCRIPTION
remaining.
ACCOUNT
_ NO.
UNIT
AMOUNT
TOTAL
AMOUNT
Requ#
5381
4
1
Renewal of an Annual
21044540340001
.01
.01
City Janitorial
Services contract RFB
461-2018 per the terms,
conditions. Renewal 2
Contract period 5-19-21
through 5-18-22. 1
renewal option
remaining.
Requ#
5381
5
1
Renewal of an Annual
11544540350003
.01
.01
City Janitorial
Services contract RFB
461-2018 per the terms,
conditions. Renewal 2
Contract period 5-19-21
through 5-18-22. 1
renewal option
remaining.
Requ#
5381
6
1
Renewal of an Annual
10042200118002
.01
.01
City Janitorial
Services contract RFB
461-2018 per the terms,
conditions. Renewal 2
Contract period 5-19-21
CONDITIONS OF PURCHASE
• 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.O. BOX 96104, GRAPEVINE, TX 76099.
• THE CITY OF GRAPEVINE IS TAX EXEMPT.
• ALL INFORMATION RELATING TO ANY REFERENCED BID DOCUMENTS APPLY TO THIS PURCHASE.
GRAND uonr inuea
TOTAL
.f r
Purchasing Agent
PURCHASING COPY
CITY OF GRAPEVINE PURCHASE ORDER
P.O. Box 95104
Grapevine, TX 76099
Purchasing Office P.O. No.:
Phone: (817)410-3336 23239
Fax: (817)410-3066 Date:
05/19/21
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
LWRIGHT
Vendor No.:
Delivery Date:
103268
05/18/22
ITEM QTY
DESCRIPTION
ACCOUNT UNIT TOTAL
NO.
NO. AMOUNT AMOUNT
through 5-18-22. 1
renewal option
remaining.
Requ#
5381
7 1
Renewal of an Annual
11842200218001 .01 .01
City Janitorial
Services contract RFD
461-2018 per the terms,
conditions. Renewal 2
Contract period 5-19-21
through 5-18-22. 1
renewal option
remaining.
Requ#
5381
8 1
Renewal of an Annual
11544540350001 .01 .01
City Janitorial
Services contract RFB
461-2018 per the terms,
conditions. Renewal 2
Contract period 5-19-21
through 5-18-22. 1
renewal option
remaining.
Requ#
5381
CONDITIONS OF PURCHASE
• 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.O. BOX 95104, GRAPEVINE, TX 76099,
• THE CITY OF GRAPEVINE IS TAX EXEMPT.
• ALL INFORMATION RELATING TO ANY REFERENCED BID DOCUMENTS APPLY TO THIS PURCHASE.
GRAND
TOTAL
Purchasing Agent
PURCHASING COPY
Professional Cleaning/Porter Service Proposal
Prepared for:
GRAPEVINE
y E A
Request for Proposal
Attn: Chad Hester
501 Shady Brook Drive, Grapevine, TX 76051
Submitted By:
egent
Services
"N yc�TP.iur $��nR lel Mu�lO�np stil���
Regent Services
Chaney Russell
101 St. Louis Ave
Fort Worth, TX 76104
T: 817-984-1761
C: 817-789-0425
crussell[a]reaentsvc.com
Joshua Prescott
101 St. Louis Ave
Fort Worth, TX 76104
T: 817-984-1761
C: 682-352-3992
jrescott D-regentsvc.com
March 30, 2021
Table of Contents
(e ent
Services
Section
Description
PacLe
1
Title Page
1
2
Table of Contents
2
3
Introduction Letter & Transition Plan
3-4
4
Qualifications
5-8
5
Regent Services — Partnerships & Customers across DFW
9
6
Medical, Municipality, & General References
10-11
7
Pricing Response Pages
12
8
Special Services
13
9
Regent Services Personnel & History
14-15
10
Regent Services Organizational Chart
16
11
Quality Assurance & Safety Programs
17-22
12
Uniform Policy
23
13
Regent Services Approved Green Cleaning Supplies & Equipment List
24-26
egent
Services
March 30, 2020
Chad Hester
City of Grapevine
Introduction: Janitorial Service Proposal — City of Grapevine Portfolio
Regent Services
101 Saint Louis Avenue
Fort Worth, TX 76104
Phone: (817) 984-1761
Fax: (817) 984-1297
www.regentsvc.com
Thank you for allowing Regent Services to prepare a professional cleaning service proposal for your
consideration. We know it takes considerable time and effort to show any potential contractor your facility, and
to provide them with the necessary information. So again, thanks!
Here are a few important highlights:
Below is an example of a successful and proven method for a Start -Up involving Regent Services and an entity
such as City of Grapevine. Like any successful start-up, frequent and efficient communication transfixes into a
seamless transition.
4 weeks from start (30-22 days out)
• Kick Off Meeting to Assign:
• Roles & Responsibilities & Key Points of Contact
• Finalize & Review Specifications/Scope of Work
• Review Current situation and issues to be aware of hot spots and cultural awareness of client.
• Uniform Requirements
• Waste Management & Recycling Procedures
• Begin Developing Schedules & Checklists for personnel/building teams.
• Review necessary billing & accounting requirements for timely set-up.
3 weeks from start (21-15 days out)
• Assign Management & Personnel
• Conduct Background Checks & Drug Testing for new employees.
• Review Regent Services Safety Requirements
• Review Customer Safety Requirements
• Determine equipment/supply needs & procurement process.
2 weeks from start (14-8 days out)
• Key & Badge Access for Regent Personnel
• Key & Badge Procedures for Regent Personnel
• Stage equipment, supplies, communication devices, & inventory for Start -Up at Regent Headquarters
1 week from start (7 days out)
• Identify & Verify Completion of all tasks in previous weeks
• Stage equipment, supplies, communication devices, & inventory for Start -Up at Customer building
• Meet with tenants (if allowed/required) to define special requirements/codes/access/etc.
Regent Services has learned after years of experience in large start-ups that the key to success is constant
communication of expectations, objectives and outcomes with all parties involved including but not limited to
management at all levels, (both City of Grapevine and Regent Services).
Regent Services will hold regular meetings with you to discuss all phases of the transition, identify best
practices and implement them, as needed. We will survey everyone on your staff who will be affected by the
transition in order to address any and all concerns.
Your expectations are extremely important and are to be met by employees who pride themselves on their
ability to give their best, every hour of every day. Regent Services employees have demonstrated that ability
consistently.
We employee and retain employees who will exemplify our core values (respect, integrity, appearance,
innovation, and excellence) at every location. We hire superior employees from diverse backgrounds, give them
the thorough training, encourage them to be accountable for their work and reward them for exceptional
performance.
With well managed people in the right position, City of Grapevine benefits in many ways:
• High quality service
• Increased productivity and reliability
• Exemplary interaction with others
• Reducing turnover, which results in familiar faces and consistent service
• A safer Workplace results in Lower Cost
We look forward to the opportunity of becoming a trusted and valued partner in improving and maintaining the
appearance of your building. Please call if you have any questions, or need additional information as you review
our proposal.
Sincerely,
CU(ey loa VeM
Chaney Russell
President
(817)789-0425 1 crussell@regentsvc.com
4
Introduction
Regent Services agrees to provide all labor, supervision, material, and equipment necessary to assure
performance of specified cleaning service for the customer. This shall include all services described in the
written specifications attached. Regent Services agrees to furnish such cleaning service for a period of one
year, the dates yet to be agreed upon. All information in the provided service proposal is accurate, truthful, and
factual. All personnel and resources proposed will be made available to fulfill duties and obligations of the
contract.
Summary of Charges
Janitorial Summary of Charges are outlined in the Pricing Summary included in the bid presentation.
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 building supplies
include but may not be limited to the following: toilet tissue, hand towels, seat covers, hand soap, sanitary
products, urinal deodorizers and deodorizers as specified per floor/building, plastic liners for restroom/office
trash and recycling receptables. These items can be supplied by Regent Services and billed with backup at
actual cost once per month.
Regent Services will provide all necessary latex gloves, cleaning supplies, cleaning cloths, chemicals, and SIDS
sheets to its employees.
SQUARE FOOTAGE ADJUSTMENT RATE:
Ten (10) days prior to contract start-up, City of Grapevine will furnish a complete breakdown of cleanable
square footage including all common areas, rentable, and occupied space, City of Grapevine will be responsible
for notifying Regent Services of any changes in occupancy of premises and/or additions and deletions in
cleanable square footage. Additions and/or deletions will be calculated from the actual effective date of the
change and Regent Services will make corresponding 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.
Qualifications
In Business Since:
Current Cleaning Contracts:
Current Janitorial Revenue (Monthly):
Special Services Revenue (Average):
EVS Medical Cleaning Revenue (Monthly):
Governmental Cleaning Revenue (Monthly):
Average Employee Tenure:
Regent Services Employee Turnover Rate:
Quality Assurance & Performance Schedules:
Special Qualifications & Certifications
1980
316 Contracts
$2, 076, 905.91
$ 479,449.50
$ 51,662.43
$ 79,056.86
11 mos 3 days
19%
CompuClean Systems Inc
ISSA —Worldwide Cleaning Industry Association
I ICR — Institute of Inspection, Cleaning & Restorations
• License #140403
IWCA — International Window Cleaning Association
NIDS — National Institute of Decontamination Specialists
• Crime & Trauma Scene Bio-Recover Technician
• License #R-CTS-101
OSHA — Occupational Safety & Health Administration
• OSHA 1910 Standards Training for General Industry
• License #13621518
Service Schedule
Cleaning service operations described in this comprehensive program will be performed 5 days per week.
The cleaning crew will observe holidays observed by the customer. Regent Services is prepared to adapt this
work schedule to coincide with the needs and requests of the customer provided that such requests do not alter
the cost of operations.
All invoicing will be itemized according to monthly work or for special tasks. Invoicing will be on the 1 st of each
month. Payment policy is net 15 days.
-lervision
Adequate personnel and supervision will be furnished to ensure quality service. A start-up team will work with
City of Grapevine's designated Facilities Manager to implement the transition plan. The team will remain
dedicated until your planned level of service is achieved and your objectives are being met.
Supplies
If desired, Regent Services will furnish and bill back at cost all consumable products inclusive of but not limited
to: toilet tissue, hand towels, trash liners, hand soap, and feminine products.
Regent Services will furnish all cleaning supplies inclusive of but not limited to: cleaning agents, disinfectants,
etc.
Equipment
Regent Services will furnish and maintain all necessary cleaning equipment inclusive of but not limited to: floor
machines, buffers, carpet extractor, vacuums, maid carts, mop buckets, wringers, mops and brooms. The
customer agrees to provide a secure space for storage of this equipment, as may be necessary.
Regent Services will comply with current OSHA regulations and proven procedures pertaining to all work
performed at the customer's location.
surance
Regent Services will furnish all forms of insurance required by law and shall maintain the same in force.
• Comprehensive General Liability
• Property Damage
• Workers' Compensation
Employee Status
Personnel supplied by Regent Services are deemed employees of Regent Services and will not for any purpose
be considered employees or agents of the customer.
Applicants can be screened based on City of Grapevine Job Description:
• Standard background checks (nationwide)
• Criminal/sex offender background checks
• Drug screening
• Certification checks
• Additional reference checks
Equal Opr Employer
Regent Services is an equal opportunity employer. All necessary employment forms will be maintained by our
office as required by law.
Term
The term of this agreement is for a period through September 30', 2020, with the City of Grapevine - City of
Grapevine.
Pricing
All information included in this proposal, including pricing, will remain valid for sixty (60) days from the date of
proposal opening.
7
Cancellation
This agreement may be terminated or canceled at any time, with a minimum of thirty (30) days written notice
from either party.
Agreement
This Agreement ("this Agreement") is made and entered into as of , 20_, by and between
Regent Services, with its principal place of business located at 101 St Louis Ave, Fort Worth, TX 76104 and City
of Grapevine.
NOW, THEREFORE, in consideration of the mutual promises and benefits to be derived by the parties they
mutually agree to the terms and conditions as outlined above in this agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement effective as of the date and year first
written above.
Regent Services
By:
Name:
Date:
Title:
City of Grapevine
By:
Name:
Date:
Title:
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Regent Services Reference Page
CITY OF ALLEN
City of Allen
Bobby Trevino
Facilities Manager
214-509-4631
btrevinoCDcityofallen.or .
648,613 SF
Customer since October 2010
GRAPEVINE
tiT—EIX;VA w S�
City of Grapevine
Chad Hester
Facilities Manager
chester(2grapevinetexas.gov
310,349 SF
Customer since September 2010
Healthcare
Crothall Healthcare
Alan Williams
Facilities Manager
alan.williams6��crothall.com
Customer since December 2013
OF
SOUTHLAKE
City of Southlake
Kurt Ackerman
Facilities Manager
kurtackerman[cbci.south lake.tx. us
110,043 SF
Customer since March 2011
HCA Medical Center Arlington
Linda Williams
Facilities Manager
linda.williamsehcahealthcare.com
Hospital Staffing
Customer Since May 2014
MEDICAL C;k:N`I'E.I'.
of LEWISVILLE
Medical Center of Lewisville
Chris Johnson
Facilities Manager
christopher.iohnson3
hcahealthcare.com
Customer since January 2016
M KE S N,
McKesson/US Oncology
Sam Reta
Property Manager
Sam. reta(5)mckesson. corn
72,659 SF
Customer since January 2010
(= Texas Health
td. ` Presbyterian Hospital9
DALLAS
THR Dallas Presbyterian
Ron Turner
Facilities Manager
ronturner texashealth.or0
Hospital Staffing
Customer Since July 2016
OMethodist
DALLAS MEDICAL CENTER
Methodist Dallas Medical Center
Tremonisha Rodas
Facilities Manager
tremonisharodasOmhd.com
Customer since October 2016
10
Regent Services Deference Page
OWW
TO V-
RA
DO
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Arthur Lee Wilson Laura Hagan Carma Bohannon
XTO Energy, Inc Verador Property Management Holt Lunsford
Building Operations Manager Property Manager Property Manager
817-205-5120 817-877-3555 817-338-1200
arhur wilson(E7xtoenergy.com laura.ha fan _<verador;_m.com cbohannon o hlfo_rtworth.com
702,903 SF 275,760 SF 242,675 SF
PROPERTIES, LLC W.W"# %" I U � � �� ��
A PEROT COMPANY, -
Matt Hopwood
Donna Pope
Pattie McClean
TCRG Properties
Jones Lang LaSalle
Hillwood Properties
Leasing Director
Senior Facilities Manager
Senior Property Manager
817-626-989
682-605-5025
817-224-6091
matt(aMcm.com
donna.pope.ctrd)sabre.com
Pattie. mcclean :i>hillwood.com
421,952 SF
320,000 SF
405,192 SF
11
Regent Services Pricing Page
Facility Name
Monthly Price
Annual Price
Animal Control
$
501.96
$
6,023.52
City Hall
$
2,076.09
$
24,913.08
The REC
$
11,340.00
$
136,080.00
Library
$
3,584.40
$
43,012.80
Mitchell House
$
401.20
$
4,814.40
Municipal Service Center
$
560.74
$
6,728.88
Police Mills Mall
$
141.60
$
1,699.20
Public Safety
$
6,054.33
$
$
72,651.96
8,688.60
Senior Citizen Center "The Vine"
$ 724.05
Water Treatment Plant
$
135.70
$
1,628.40
Wastewater Plant
Community Outreach
$
129.74
$
1,556.88
$ 253.70
$
$
3,044.40
21,948.00
Grapevine Visitors Center
$ 1,829.00
Golf Pro Shop
$
156.59
$
1,879.08
Dove Pool (June Sept)
$
784.00
$
9,408.00
4 Day Porters 8 Hours a day;
Monday - Friday
$
8,039.96
$
96,479.52
Housing Authority
$
66.67
$
800.04
Shooting Range (1 x week)
$
325.00
$
3,900.00
1 Day Porter; 8 Hours a day;
Saturday and Sunday
$
831.72
$
9,980.64
TOTAL ANNUAL BID AMOUNT
$
455,237.40
'ADDITIONAL AD HOC MONTHLY ITEMS:
Roving Day Porter - COVID-19 $
Disinfecting Day Porter - Public
2,100.00 $ 25,200.00
Safety $ 3,200.00 $ 38,400.00
TOTAL ANNUAL BID AMOUNT $ 63,600.00
12
Regent Services Additional Services
FLOOR MAINTENANCE
• Wood Floor
Refinishing &
Restoration
• Carpet Cleaning
o Hot Water
Extraction
o Encapsulation
Method
o Strip & Wax
• VCT
• Stone Polishing &
Restoration
o Marble
o Granite
o Terrazzo
• Concrete Polishing &
Staining
INTERIOR FACILITY
MAINTENANCE
• Construction
Cleaning/Final Cleans
• Disease Control &
Prevention
• Computer Room/Data
Center Cleaning
• Upholstery Cleaning
• Light Bulb
Replacement
• Odor Control
• Restroom & Locker
Room Sanitization
• Floor Mat Service
EXERIOR FACILITY
MAINTENANCE
•
Parking Lot Striping
and Resurfacing
o Re -Stripe
o New Striping
o Stencils
o Traffic Signs
o Speed Bumps
& Bollards
o Barrier &
Guardrail
Delineators
•
Asphalt (Top Coating)
•
Window Cleaning
(Interior & Exterior)
•
Power Washing
•
Sand Blasting
•
Awning Cleaning
•
Graffiti Removal
•
Caulking &
Waterproofing
o Wet Glazing
o Expansion
Joints
•
Deck Coating/Traffic
Coating
•
Concrete Polishing &
Staining
•
Snow/Ice Removal
•
Landscaping &
Lighting Services
•
Tree Relocation &
Tree Installation
•
Pallet & Rubbish
Removal
•
Holiday Decorating
•
Waste Removal
SPECIALTY & GENERAL
TRADES
•
Locksmith Services
•
High Dusting &
Warehouse Dusting
•
Painting Services —
General
•
HVAC Services
•
Emergency 24 Hour
Flood/Water Clean Up
•
Emergency Lighting
Towers
•
AudioNisual
•
Electrical Services
•
Fences, Gates, &
Overhead Doors
o New
Installation
o Repairs
o Gate Code
o Programming
o Key Pad/Badge
Access
Installation
•
Fire Alarm Monitoring
•
Fire Protection
Maintenance
o Fire Detection
Systems
o Fire
Extinguishers
o Preventative
Maintenance
•
Glass/Window
Installation & Repair
•
General Construction
•
Day Porter Services
•
Kitchen Equipment
Installation/Repair
13
Regent Services Personnel & History
Our Philosophy
Regent Services began operations 38 years ago as Your Final Janitorial, in September of 1980, then
incorporated in November 2009 as Southlake Leasing & Mgmt., Inc. dba/Regent Services and has provided
the highest quality of services available throughout the Dallas/Fort Worth area.
We deliver the highest standard in janitorial and building maintenance services to our customers throughout
the DFW metroplex each and every day. We offer our customers immediate and direct access to decision
makers in order to rapidly address issues and concerns, while supporting our customers and meeting their
expectations with weekly quality control inspections and 24/7 account management response. Our
responsiveness and dedication to resolving problems are just a few of the many reasons why Regent Services
enjoys an exceptional renewal rate and an average customer life that significantly exceeds the industry
average.
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 commercial,
industrial, aviation, single -tenant, multi -tenant and medical facilities and has experience in both commercial
and industrial applications.
Our Team
Bryan D. Walsh — CEO, has over 40 years of experience in the commercial janitorial industry. Bryan's
personal commitment to excellence is evidenced by his strong long-term business relationships and high
customer retention. He has extensive experience in all aspects of commercial janitorial operations as well as
business management.
Chaney Russell — President, has 25 years of experience in commercial janitorial operations. Chaney is
dedicated to providing quality cleaning, responsiveness to customer requests, and achieving customer
satisfaction. Chaney holds several certifications including but not limited to IICRC Carpet Cleaning and IICRC
Carpet Cleaning Water Damage Restoration.
References: Chad Hester, City of Grapevine — 817-925-2875
Kurt Ackerman, City of Southlake, - 817-657-8062
Joshua Prescott, Senior Director, has over 8 years of experience in commercial janitorial operations. Joshua
is a strong leader and has proven that with years of experience in a managerial role. He currently oversees
operations of over 5 million square feet all while leading the charge of our Business Development team. His
personality and attention to customers' needs help build long term business relationships.
References: Lee Wilson, XTO Energy/Exxon Mobil — 817-205-5120
Deanna Turner, Schlumberger— 940-783-4603
14
Thomas McDaniel — Senior Director, has over 9 years of experience in commercial janitorial and general
trade services. Thomas is an innovator to special services and the go to person for his customer when they
need services outside of janitorial operations. Thomas is OSHA Certified and has created safety programs for
window washing safety for customers such as Jones Lang LaSalle. Current projects include, but not limited to:
Exterior Building Painting, Window Washing, Window Restoration, Roof Davit/Tie Back Installations, Fagade
Surveys & Caulking and Water Proofing.
References: Jim Kelley, Jones Lang LaSalle — 214-886-0257
Steve Griggs, Jones Lang LaSalle — 214-663-7037
Tina Garcia — Bilingual Senior Director of Operations, has over 20 years of experience in
commercial/medical facility building janitorial management. Tina is dedicated to providing high quality attention
to every building resulting in complete customer satisfaction. She has had extensive training for both
commercial and medical facility management. Tina has an IICRC certification for carpet cleaning.
References: Bruce Jernigan, Jones Lang LaSalle — 972-506-3876
Lori Herbert — Sales/Account Manager, has 6 years of experience in sales and commercial/medical facility
janitorial building management. Lori is a loyal manger who focuses on detail and customer service making sure
all expectations are met. She too is certified in carpet cleaning by IICRC.
References: Pretium Management, John Comerford — 817-870-1316
Vestar Management, Stacy Hollingsworth — 817-810-9078
Yazmin Correa — Account Manager, has 4 years of experience in sales and commercial/medical facility
janitorial building management. Yazmin is a loyal manager who focuses on detail and customer service making
sure all expectations are met. She is also certified in carpet cleaning by IICRC.
References: First Command Financial Services, Deb Williams — 817-569-2324
Jeff Morgan — Account Manager, has 3 years of experience in commercial/medical facility janitorial building
management. Jeff epitomizes a servant attitude who focuses on detail and customer service making sure all
expectations are met. He has become well versed in all aspects of janitorial and facility maintenance.
References: Medici Development Partners, Jeff Medici — 817-527-5601
Cambridge Healthcare Management, Wendy Martin — 214-665-6011
Randy Jones — Account Manager, has over 10 years of experience in commercial/medical facility janitorial
building management. Randy possesses a positive outlook and mindset regardless of what obstacles and
challenges are placed in front of him. Our customers enjoy working with Randy on a daily basis.
References: GenbandlRibbon, David Delaney— 972-461-6434
CVSICaremark, Greg Herbert — 214-437-3888
Taylor Prescott — Sales Manager, has over 5 years of experience in sales management and a new face in
the DFW Janitorial and Facility Maintenance Industry. Taylor is dedicated to serving her customers and
providing the best overall cost, services, and customer experience.
References: Trademark, Maranda Auzenne — 972-637-6305
Town of Addison, Ryan Marsh — 972-450-2843
Claudia Lopez — Account Manager, has 10 years of experience in commercial janitorial building
management. Claudia is a loyal manager who focuses on detail and customer service making sure all
expectations are met, while building long lasting relationships.
References: Piedmont Office Realty Trust, Karen Neil — 214-442-6510
15
cD
Lot
M-
Organized. to Respond to Your Needs
City of Grapevine will receive personalized service that emphasizes client satisfaction. Through our
organizational structure, leaders, and consistent management, we've developed an approach that allows us to
manage your building's service needs and exceed your expectations.
City of Grapevine and the employees and tenants of City of Grapevine will benefit from our industry related
knowledge and expertise, local specialists in recruitment, operations, account management, quality
assurance, safety, risk management, training, and technical support. All are focused on delivering quality,
reliable service with the latest technology to continually meet your unique needs.
Descriptions of service personnel's roles and responsibilities that will directly support your account are listed
here to provide you clarification of what should be expected from each.
A r-rojiect Manager vvno tits Your edeeus
We recommend a Project Manager for your account. Additional support will be available from Account
Managers, Senior, Management, President, and CEO.
The Project Manager serves as the primary contact between City of Grapevine Property Management service
workers and management. On a daily basis, your Project Manager is supported by the entire Regent Services
upper management team.
The Project Manager will be responsible for overseeing the cleaning of several site sin your area as well as
operational schedules, periodical work, work orders, payroll, supply quantity, and equipment upkeep.
Property Management
CEO
i
President
Senior Directors
Project Manager
(---- - — -
Day
Porters
Night
Supervisor
I.
Night Cleaners
17
CompuClean & Quality Assurance
CompuClean Inspections and Reporting
Regent Services utilizes a quality management tool called CompuClean. A fully customizable, web -based
control system that supports your quality goals and requirements for each facility. The system allows both City
of Grapevine and Regent Services to view inspection results, work order statuses, periodic maintenance
schedules, and reports through a central online portal in real time. Regent Services focuses on:
• Analyzing inspection results
• Automatic work order management
• Establishing and tracking accountability
• Continually improving processes
Tracking Accountability
In order to provide you with the transparent accountability, all work requests will clearly define who is
responsible for the work and the time involved for completion. The requests will be time stamped, and
automatic escalations are triggered by that time, notifying management. You will have the opportunity to
measure, quantify and analyze service delivery, alongside Regent Services management. This process makes
it easy to identify and disseminate best practices.
As work is accomplished and work orders are closed, the reporting system is updated. Supervisory personnel
will follow up with service workers on issues and requests to make certain all work is completed to our high
standards. Any problems that emerge from this follow-up are immediately corrected and the communication
loop is then closed — but only when our clients are absolutely satisfied.
Your facilities will be inspected on a regular schedule, and the data is entered into the system via a wireless
device, allowing for real-time access to inspection results. During inspection, tasks are rated on a scale from
one to five, producing a percentage of the maximum possible. The total for all tasks during that inspection
becomes the quality score for the site(s). Customized quality control inspection reports, showing results and
trends will be accessible online or via an Excel spreadsheet. This information allows our managers to
determine what actions are necessary to maintain compliance, continuous improvement, and ultimately, your
satisfaction.
Process Improvement
We optimize our processes to achieve more efficient results for you through planning, standardization,
employee engagement and other means. We continuously look to identify areas of opportunity and target any
problem areas, formulate a detailed strategy, and promptly execute the solution. When we engage in a
proactive process improvement strategy, we are able to build upon our foundation of best practices,
procedures and processes so you receive the best service. Our quality management system helps us identify
where to focus our efforts.
1s
Regent Services Management and Training
Our promise to you is fulfilled by our employees. Your expectations need to be met by employees who are
willing and able to give their best, every day — which Regent Services management team have demonstrated
consistently.
We hire superior employees from diverse backgrounds, give them thorough training, encourage them to be
accountable for their work and reward them for exceptional performance.
With well -managed people in the right jobs, City of Grapevine benefits in many ways:
• Higher quality service
• Increased productivity and reliability
• Professional interaction with associates
• Reduced turnover, resulting in more familiar faces and more consistent service
• Lower costs because of a safer workplace
Recruiting Practices
Recruiting the best
Your facilities will be staffed by highly qualified professionals who were attracted to Regent Services because
of our strong local presence and reputation for employee development and retention.
Your facilities require personnel who are able to adapt to your culture and present themselves in a friendly,
professional manner. This is why we make great efforts to recruit employees who don't just match the job
profile, but will also adapt to meet your building's needs and Regent Services culture of learning, teamwork,
and providing high -quality service.
Screening and Selecting
Careful selection to ensure safety and quality
Through professional interviewing and selection processes, we select quality candidates who meet your needs.
To ensure the safety of your customers, employees and business assets, we provide a range of employee
screening packages. We will conduct tiered screening based on your industry's best practices and your
business' requirements.
Our screening packages can include any of the following:
Standard Background Checks
Criminal/Sex Offender Background Checks
(CORI/SORI)
Credit Checks (If Applicable)
• Drug Screening (upon contract requirement)
• Professional Certification Checks
• Additional Reference Check
19
Training and Developing
An emphasis on safety and training
To deliver you the reliable, high -quality service that you expect, we develop training programs and work with
customers on specific training topics and emphasize best practices and safety. For more detailed information,
see the section titled "Training Program" in this proposal.
Retaining Employees
Employee benefits and incentives attract and keep good people
Maintaining a broad, competitive benefits program enables us to keep well -trained, experienced employees
who are committed to your building and Regent Services. We provide you with the flexibility to personalize a
benefit package that meets your cost objectives while still achieving a work/life balance for the employees.
Based on the terms of your contract or collective bargaining agreement requirements, the service workers
staffing your facilities will be offered a selection of benefits that can include the following:
Salaried Personnel (Full -Time)
• Health, Dental, and Life Insurance
• Accidental Death and Dismemberment
• Paid Vacation
• Paid Holidays
• 401 (k)
• Anniversary Awards
• Workers' Compensation
Hourly Personnel (Full -Time)
• Employee Participated Insurance
• Anniversary Awards
• Workers' Compensation
• Paid Vacation
• Paid Holidays
Encouraging Growth
Encouraging professional growth
Another component of our retention program is the support we provide to employees as they grow in their
careers. Your building will be serviced by employees who are allowed to grow, which typically results in higher
productivity and better service quality. Our culture encourages each employee to openly communicate with his
or her manager to develop a career path that builds on individual strengths. The quality of each individual
employee's service continually improves because of the ongoing coaching facilitated by regular performance
reviews.
20
Training Program
We provide you with employees that have the training they need to successfully perform janitorial and
engineering services in your building, improve efficiency, and develop new skills. Every Regent Services
employee meets the following criteria:
• Technically proficient with chemicals, equipment and methods
• Familiar with the rules and regulations of your site(s)
• Thoroughly trained in job safety
• Committed to providing outstanding client service
Regent Services "Green Meaning" Training
The Regent Services Green Cleaning Procedures Manual outlines proper cleaning processes to ensure our
employees' effective use of the chemicals, equipment and tools provided. Regent Services will work with your
established proper cleaning intervals throughout the day to ensure our staff is following the proper cleaning
procedures.
New Aire Orientation and Training
During the start-up phase, Regent Services Project Managers and Supervisors conduct employee training
sessions at one of your locations in a classroom setting. These sessions include site -specific rules and
regulations, Regent Services policies and procedures and basic job training.
Training for service workers concentrates on specific work tasks. Our Supervisors demonstrate each task step-
by-step, detailing the importance of each step along the way, and train them to perform visual inspections
before completing work. The Supervisors also provide guidance to the service workers as they work.
Once initial training is complete, Supervisors perform recurring reviews to make sure that they are maintaining
City of Grapevine and Regent Services standards. By empowering our employees with comprehensive
training, we are able to minimize deficiencies and quickly identify opportunities for improvement.
Reoccurring Training Sessions
Our managers conduct recurrent training sessions for current and replacement employees at your site(s).
These sessions are more technical in nature and concentrate on specific job tasks and duties, such as
specialized certifications and interdisciplinary training. Employees are trained in groups specific to their
function. Compliance is measured and tracked by attendance, job performance, tests, etc. to ensure all
employees are receiving the proper level of training.
21
Montflly Safety Traisiing Topics
All Regent Services employees receive safety orientation upon hire and monthly thereafter. A schedule will be
sent out quarterly along with the training material. The material is available in video, online, and hard copy
formats.
The attendance roster must be available for inspection at the Regent Services office. A copy of each month's
attendance rosters is submitted to the Safety Director by the middle of the following month. Copies must be
kept on location as well for the duration of the contract.
Kegent services Monthly Training Topics
Handling Hazardous Materials
Fire Safety
Electrical Safety �`
SDS Sheet & Personal Protective Equipment
Slips, Trips, &Falls �� ✓�
OSHA/Hazard Communication v
s _
First Aid
Safe Driving _
Ergonomics Awareness
Natural Disaster Safety
Bloodborne Pathogens
Emergency Evacuation
Barricade Training
Forklift Training
•
Cleaning for Safety
Pandemic Prevention
Site Specific Certification —Lock Out/Tag Out, etc.
Right To Know — Chemical Handling & Storage
December
Time Management — Clocking In/Out
Annual Refresher Training
22
Uniforms - Yours or Ours
People in your building will always be able to recognize the janitorial staff because they'll be proudly wearing
either the Regent Services uniform or a special uniform chosen to reflect the character of your building. The
professional image of our service employees is just one more way Regent Services works to enhance the
overall image of your building. We understand that establishing an identity and presence at your sites is
imperative as security has become heightened in recent years.
The power of a uniform doesn't stop there. It also gives our service employees a greater sense of responsibility
and accountability. They are required to keep their uniforms looking clean and presentable.
Our agreement with vendors enables us to provide you with an array of well -made, high quality apparel to
choose from.
For this proposal, the uniform will be as follows:
23
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Lance Wright
From: Chad Hester
Sent: Tuesday, April 13, 2021 6:58 AM
To: Lance Wright
Subject: FW: CityofGrapevine_RegentServices_Janitorial_RFP_Renewal 2021_03302121.docx
Attachments: CityofGrapevine_RegentServices_Janitorial_RFP_Renewal 2021_03302121.docx
Here you go.
Thanks
From: Thomas McDaniel [mailto:tmcdaniel@regentsvc.com]
Sent: Friday, April 2, 2021 1:31 PM
To: Chad Hester <chester@grapevinetexas.gov>
Cc: Chaney Russell <crussell@regentsvc.com>; Joshua Prescott <jprescott@regentsvc.com>; Tina Garcia
<tga rcia @ regentsvc.com>
Subject: CityofGrapevine_RegentServices_Janitorial_RFP_Renewal 2021_03302121.docx
* * * EXTERNAL EMAIL COMMUNICATION - PLEASE USE CAUTION BEFORE CLICKING LINKS
AND/OR OPENING ATTACHMENTS * * *
Chad,
Great to speak with you today! I have attached the revised proposal to reflect the following changes:
errs ve:
Oak Grove Ball Park (7x/week)
Oak Grove Ball Park —Additional Restrooms
W
Animal Control (6x/week) — 7,212 SF
Senior Citizen Center "The Vine" (6x/week)—10,403 SF
Please let me know if you need anything additional and I wll get it back to you quickly. Have a great Easter Weekend!
Thank you,
Thomas McDaniel
Senior Director
Regent Services
101 St. Louis Ave.
Fort Worth, Texas 76104
817-201-5213 — Cell
817-984-1761 —Office
817-984-1297 — Fax
tmcdaniel@regentsvc.com I www.regentsvc.com
IWIEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER ; + _
MEETING DATE: MAY 18, 2021
SUBJECT: APPROVAL TO RENEW AN ANNUAL CONTRACT FOR CITY
JANITORIAL SERVICES
RECOMMENDATION: City Council to consider the renewal of an annual contract for City
janitorial services with Regent Services for the Public Works Department.
FUNNING SOURCE: Funds are available in the budgeted amount by each department for an
annual estimated amount of $550,000.
BACKGROUND: The purpose of this contract is to establish fixed annual pricing for
janitorial services to be performed at various City facilities.
Bids were taken in accordance with Local Government Code Chapter 252,
Subchapter B, Section 252.021 (a) and Section 252.041 (a). The contract
was for an initial one-year period with four one-year renewal options. If
approved, this will be for the third renewal available.
The City of Grapevine solicited "Best Value" bids for janitorial services.
The vendor that received the highest best value evaluation score was
Regent Services.
Staff recommends approval.
CH/LW
Attachment C
Tent
rvices
A Full Service Janitorial Contractor
"Helping Texas Shine One Building at a Time!"
0
Janitorial Proposal
For
Kurt Ackermann
City of Southlake
1400 Main st
Southlake, TX 76092
Presented By:
Chaney Russell
Regent Services
101 St. Louis Avenue
Fort Worth, Texas 76104
E111rA EA Z1R1191h,
SUMMARY OF CHARGES
FOR: City of Southlake
A. JANITORIAL SERVICE
October 1, 2021
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
Totals
$13,581.18
$162,974.16
, "Pricing is based on City of Grapevine Contract #RFB461-2018."
B. SQUARE FOOTAGE ADJUSTMENT RATE:
Additions or deletions to the cleanable square footage will be adjusted at the above rates. The
building manager will notify the Contractor of all additions or deletions each month.
C. PAPER SUPPLY ESCALATION AND USAGE ADJUSTMENT
In the event paper supplies increase more than 5% of the agreed upon amount, Contractor will
inform the Customer and additional charges will be made on the monthly invoice.
Carpet cleaning will be charged as an extra service except where scheduled in the
specifications. Charges by types of cleaning are as follows:
1. Whittaker Method $.08 per sq. ft.
2. Hot Water Extraction $.10 per sq. ft.
3. Full Restoration $.14 per sq. ft.
D. EXTERIOR WINDOW CLEANING:
Not Included
-2-
SUMMARY OF CHARGES
Page 2
E. HOLIDAYS:
The Contractor normally observes the following holidays: All hours worked on these holidays
will be billed at a rate of $24.50 per hour.
New Year's Day Memorial Day Fourth of July
Labor Day Thanksgiving Day Christmas Day
F. EMERGENCY AND SPECIAL LABOR REQUEST RATE:
Regular hours $17.50 per hour
After hours and weekends $24.50 per hour
G. INVOICING AND PAYMENT:
Invoices are issued on the first day of the current working month and are due by the 15th of the
current working month.
Square footage adjustments and changes occurring after the billing date are "adjusted" on the
following month's invoice.
-3-
PROVISIONS OF AGREEMENT
THE CONTRACTOR SHALL:
1. Provide all supervision, labor, equipment, cleaning materials, and administration toensure
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 neatin
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 costequally.
10. Exercise and control security of keys provided by the Customer. Keys shall be secured in
accordance with the Customer's security regulations and shall not be removed from the
building.
-4-
PROVISIONS OF AGREEMENT
Page 2
THE CUSTOMER SHALL:
1. Provide adequate assembly area for cleaning staff and provide storage facilities for the
cleaning equipment and supplies required to perform the services.
2. Provide trash receptacles.
3. Provide trash disposal facilities.
4. Provide necessary keys for the cleaning staff.
-5-
AGREEMENT
STATE OF Texas
COUNTY OF Tarrant
This Agreement is entered into between Southlake Management and Leasing, 101 St. Louis
Ave., Fort Worth, Texas 76104 City of Southlake 1400Main St, Southlake, TX 76092.
For, and in consideration of, the mutual promises and covenants contained herein and for other
good and valuable considerations, it is agreed as follows:
I. That beginning 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
Town Hall
76,222
$4,603.81
DPS East
58,702
$3,402.12
DPS West
12,903
$ 774.18
Public Works
7,000
$ 406.00
Activity Center
4,200
$ 243.60
Parks Maintenance
4,800
$ 232.00
Nature Center
3,600
$ 208.80
Tennis Center
6,169
$2,590.98
SILTS Parking Garage (elev)
7 days a week
$ 182.93
DPS North
15,613
$ 936.76
Totals
Annual
$55,245.72
$40,825.44
$ 9,290.16
$ 4,872.00
$ 2,923.20
$ 2,784.00
$ 2,505.60
$31,091.76
$ 2,195.16
$11,241.12
$13,581.18 $162,974.16
, "Pricing is based on City of Grapevine Contract #RFB461-2018."
Additions and/or deletions to cleanable square footage will be adjusted pro-rata.
-6-
AGREEMENT
Page 2
II. (CONT-D.)
b. Be responsible for notifying Regent Services of any changes in occupancy of the
premises and/or additions or deletions in cleanable square footage. In the event of an
error in calculation of square footage is made, the Contractor will correspondingly make
billing adjustments on the next scheduled billing date. However, no billing adjustments
will be made for deleted square footage for more than 60 days retroactively from the
date of notification.
c. Not to hire, or enter into a janitorial service agreement with any Regent Services
employees, or third parties associated with Regent Services in the performance of the
services covered in this Agreement, for a minimum of one (1) year after the employees'
or third parties' termination from Regent Services employment, or for a minimum of one
(1) year after the cancellation and/or expiration of this Agreement, without the expressed
written consent of Regent Services
III. It is agreed that this Agreement shall have no term length, but may be terminated byeither
party by giving a Thirty (30) Days Notice to the other; that such notice of termination must be
made in writing and sent "Certified Mail, Return Receipt Requested" ; and that this Agreement
contains all understandings and confirms all promises and stipulations.
In witness whereof, the parties hereto have set their hands this day
of , 20
Southlake Management and Leasing
dba /Regent Services City of Southlake
By: Chaney Russell By:
-7-
Janitorial Specifications
For: City of Southlake
LINEILCITIrm,
Hard Surface Floors - swept/dust mopped and wet mopped nightly.
2. Carpeted Floors - vacuumed nightly.
3. Trash Receptacles:
a. Receptacles emptied, liners replaces as needed; trash removed to collection
point.
b. Empty boxes and other articles of trash not in a designated trash containerwill
be removed only if such items are marked TRASH.
C. Items sitting on top or inside of a trash container will be discarded as trash.
4. Exterior Ash Trays - emptied and wiped clean nightly.
5. Desks, Workstations and Furniture Tops - dusted weekly without moving paperor
files.
6. Interior Glass Doors and Panels - spot cleaned nightly.
7. Drinking Fountains - cleaned and disinfected nightly.
8. Spilled Liquids - wiped up or spot mopped nightly.
9. Entrance Doors, Glass and Mats - glass spot cleaned nightly. Mats vacuumed
nightly.
10. Planters - policed to remove trash and debris as needed.
11. Break Areas - clean table tops, chair seats, counter tops, sinks and microwaves
nightly. Cabinet fronts cleaned as needed for spills. Appliance tops are to be kept
free of dust. Dish washing is not included but can be added for an additional
charge.
12. Janitorial Closets and Storage Areas -
a. Storage shelves cleaned and products stored in a neat and orderlyfashion.
b. Mops cleaned and stored.
c. Sinks cleaned and drains free of mop strings and otherdebris.
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.
WE
JANITORIAL SPECIFICATIONS
PAGE 2
B. REST ROOM SANITATION: (five nights each week)
1. Floors - dust mopped then mopped with disinfectant.
2. Toilets, Urinals and wash Basins - cleaned and disinfected.
3. Walls and Partitions - spot cleaned.
4. Mirrors and Bright Metal - cleaned and polished.
5. Sanitary Napkin Receptacles - emptied, cleaned and disinfected.
6. Rest Room Supplies ( towels, tissues, hand soap, etc.) - replenished in
dispenser.
C. FLOOR MAINTENANCE:
Buffing, scrubbing, stripping and/or refinishing of composition or ceramic tile, terrazzo, brick
pavers and other hard surface floors will be done for proper maintenance and best appearance
in accordance with the following frequencies:
1. Lobby Floor - detail cleaned and scrubbed one time per month.
2. Break Area Floor - detail cleaned and buffed monthly, scrubbed and recoated
every three months if necessary.
3. Copy/Mail Room - detail cleaned and buffed monthly.
4. Office Area Tile Floors - detail cleaned and buffed monthly.
5. Rest Room Floors - scrubbed, detail cleaned and rinsed quarterly.
D. CARPET CLEANING:
1. Spot clean common area hallway carpet as needed.
2. Carpet cleaning using a variety of methods can be done for an additional,
outlined in the summary of charges.
E. SPECIAL CLEANING:
1. Low Ledges, Window Sills, Book Cases, File Cabinets, Pictures and Partition
Tops - dusted weekly.
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 tohandle a
reasonable amount of unforeseen work
- 10 -
Field Safety & Training Program
Regent Services maintains an active safety & training program which includes the following:
Initial training of new employees in the areas of:
A. Body Mechanics
B. Fire
C. Proper Storage of Equipment
Periodic training of current safety issues through the use of Betco Professional Cleaners
Training Program.
A. Causes of Injury
B. Preventing Injuries
C. Lifting Injuries
D. Electrical Hazards
E. Slip and Fall Hazards
F. Chemical Hazards
G. Avoiding Falls
H. Avoiding Cuts
III. OSHA RIGHT TO KNOW TRAINING
A.
What is OSHA?
B.
What is OSHA Right to Know?
C.
What is Hazardous?
D.
What OSHA Calls Hazardous
E.
Your Written "HazCom" Program
F.
"HazCom" Sample
G.
What is a MSDS?
H. MSDS Review
I. Labels
IV. OSHA BLOODBORNE PATHOGEN TRAINING
A.
What are Bloodborne Pathogens?
B.
Exposure to Bloodborne Pathogens
C.
Protecting Yourself
D.
HIV Symptoms
E.
HBV Symptoms
F.
About the OSHA Standard
G.
Who is Covered?
H.
Protecting Yourself Exposure Control Plan
I.
In Case of Exposure
Quality Control Program
Our Quality Control Program includes the following:
1. Initial training of personnel on the methods of performing each cleaning task in
a manner that ensures the highest level of quality.
2. Nightly supervision by a Project 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.
-12-
Regent Services
Client References
Caremark
Holt Lunsford
2105 Eagle Parkway
105 Decker Court
Ft. Worth, TX 76177
Irving, TX 75038
Sandy Claypool
Laura Hagan
972-619-8106
972-717-6551
375,000 sq. ft.
500,000 sq. ft.
Marc Group
Centra Assett Partners
7850 North Belt Line Rd
1612 Summit Ave.
Irving, TX 75063
Ft Worth, TX 76102
Bruce Jernigan
Rick Hopwood
972-506-3876
817-338-1800
150,000 sq. ft.
280,000 sq. ft.
Covenant Christian Academy
Supermedia
901 Cheek Sparger
5601 Executive Drive
Colleyville, TX 76034
Irving, TX
Ray DeBord
David Lamb
817-228-5846
214-316-1735
100,000 sq. ft.
141,089 sq. ft.
CAE Simuflite
City of Grapevine
2929 W. Airfield Dr.
501 Shady Oaks
DFW Airport, TX 75261
Grapevine Texas
Lee Baldwin
Chad Hester
214-542-3277
817-925-2875
484,000 sq. ft.
Stewart & Stevenson
The City of Coppell
1631 Chalk Hill Rd
816 S. Coppell Rd.
Dallas, TX 75212
Coppell, TX 75019
Steve Hausler
Sheri Moino, CFM
214-623-1566
972-462-5152
250,000 sq. ft.
195,000 sq. ft.
- 13 -
Regent Services
1307 8t" Avenue —Ste B-2 Fort Worth, Texas 76104
Company History and Philosophy
Regent Services began operations 30 years ago, in September of 1980, and has provided the
highest quality of services available throughout the Dallas/Fort Worth metroplex.
Today Regent Services is a major competitor in the janitorial services industry and employs a
staff of trained, responsible professionals. Regent Services currently provides services to a
broad spectrum of single -tenant and multi -tenant facilities and has experience in both
commercial and industrial applications.
Bryan D. Walsh, President has over 35 years of experience in the commercial janitorial
industry. Bryan's personal commitment to excellence is evidenced by his strong long term
business relationships and high customer retention.
Chaney Russell, Director of Operations, has 16 years experience in commercial janitorial
operations. Chaney is dedicated to providing quality cleaning, responsiveness to customer
requests, and achieving customer satisfaction.
Regent Services is built upon providing quality to our customers. Our growth can be attributed
to:
* Ensuring expected results - "A Clean building. "
* Utilization of the most modern technology.
* Highly trained supervisory personnel.
* Immediate and effective response to customer needs.
Regent Services places great emphasis on being unique among maintenance contractors by
continually striving to provide a consistently higher level of performance and an immediate
response to our customer's changing specifications. We work to achieve a sensible balance
between honesty, competence, quality and economy, with client satisfaction as our first and
foremost concern.
Telephone 817-424-5600 Facsimile 817-424-5625
-14-
Attachment D
,gent
ervices
A Full Service Janitorial Contractor
"Helping Texas Shine One Building at a Time!"
A Proposal
For
City of Southlake
Marq-Legends Hall
Presented By:Chaney Russell
Regent Services
101 St. Louis Avenue
Fort Worth, Texas 76104
817-984-1761
SUMMARY OF CHARGES
FOR:City of Southlake
A. JANITORIAL SERVICE
October 1, 2021
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.
Consumables will be supplied by customer or if supplied by the contractor will be billed back at
cost.
The following monthly charges are based on current square footage cleaned five (5) times per
week.
Marq-Legents Hall Monthly Annually
Janitorial 23,367 sq. ft. x .091 per sq. ft. $2,576.22 $30,914.64
Consumables Billed back at cost
* Note: Pricing does not include sales tax @ 8.25% where applicable.
"Pricing is based on City of Grapevine Contract #RFB461-2018."
B. SQUARE FOOTAGE ADJUSTMENT RATE:Additions or deletions to the cleanable square footage will
be adjusted at the above rates. It is the sole responsibility of the building management company to
notify the Contractor of all additions or deletions each month. Adjustments will be made for deleted
square footages, however no billing adjustments will be made retroactive for more than 60 days
from the date of notification.
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.
SUMMARY OF CHARGES
Page 2
D. HOLIDAYS:
Regent Services observes the following holidays. All hours worked by porters on these days will be
billed at $24.50 per hour. Request must be given to your account manager 1 week prior to holiday.
New Year's Day Memorial Day Fourth of July
Labor Day Thanksgiving Day Christmas Day
E. EMERGENCY AND SPECIAL LABOR REQUEST RATE:
Regular hours $17.50 per hour
After hours and weekends $24.50 per hour
F. 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.
G. PAPER SUPPLY ESCALATION AND USAGE ADJUSTMENT
In the event paper supplies increase more than of the agreed upon amount, Contractor will inform
the Customer and bill the overages to the customer at cost.
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.
CONFIDENTIAL INFORMATION
Regent Services recognizes that our employees or agents may have access to Confidential
Information in the performance of Services under this Agreement. Confidential Information
is valuable and sensitive and is protected by HIPPA and/or other privacy laws. The intent of
these laws and policies is to assure that Confidential Information will remain confidential and
will be used only by those with appropriate authority.
Confidential Information includes information concerning patients, customers, physicians on
the medical staff, personnel records, payroll records, salary and compensation information,
logon and password information. Contractor's employees or agents may learn of or have
access to some or all of this Confidential Information through a computer system or through
his/her interaction in providing Services under this Agreement.
Contractor ensures its employees and agents conduct themselves in strict conformance
with applicable laws and client's governing policies concerning Confidential Information.
Contractor agrees that access to Confidential Information will be permitted only as
authorized and as required for legitimate purposes in the performance of the employee or
agent's role.
Contractor's obligation of confidentiality hereunder shall not apply to information that (a)
becomes available through public sources through no breach of Contractor' s obligations
hereunder , (b) is already in Contractor's possession without an obligation of confidentiality,
(c) is rightfully disclosed to Contractor by a third party with no obligation of confidentiality, or
(d) is required to be disclosed by court or regulatory order, provided Contractor gives the
client prompt notice of any such order.
Contractor agrees not to make any written use of or reference to the client's name for any
marketing, public relation, advertising, display or other business purpose or make any use
of the client's facilities for any activity unrelated to the express business purposes and
interests of the client under this Agreement, without the prior written consent of the client,
which consent may be withheld or granted in the client's sole and absolute discretion.
Southlake Leasing & Management, Inc.
DBA/Regent Services
Bryan Walsh
Brvan Walsh, CEO
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.
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 .
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 14001VIain st
Marq-Legents Hall Monthly Annually
Janitorial 23,367 sq. ft. x .091 per sq. ft. $2,576.22 $30,914.64
Consumables Billed back at cost
* Note: Pricing does not include sales tax @ 8.25% where applicable.
"Pricing is based on City of Grapevine Contract #RFB461-2018."
Additions and/or deletions to cleanable square footage will be adjusted pro-rata.
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 Legends Hall
dba Regent Services
By: l57a�r �i(�a�s% By:
Bryan Walsh, President
Janitorial Specifications
For: City of Southlake
A. General Cleaning
Hard Surface Floors - swept/dust mopped and wet mopped nightly.
2. Carpeted Floors - vacuumed nightly.
3. Trash Receptacles:
a. Receptacles emptied, liners replaces as needed; trash removed to collection
point.
b. Empty boxes and other articles of trash not in a designated trash container will be
removed only if such items are marked TRASH.
C. Items sitting on top or inside of a trash container will be discarded as trash.
4. Exterior Ash Trays - emptied and wiped clean nightly.
5. Desks, Workstations and Furniture Tops - dusted weekly without moving paper or
files.
6. Interior Glass Doors and Panels - spot cleaned nightly.
7. Drinking Fountains - cleaned and disinfected nightly.
8. Spilled Liquids - wiped up or spot mopped nightly.
9. Entrance Doors, Glass and Mats - glass spot cleaned nightly. Mats vacuumed
nightly.
10. Planters - policed to remove trash and debris as needed.
11. Break Areas - clean table tops, chair seats, counter tops, sinks and microwaves
nightly. Cabinet fronts cleaned as needed for spills. Appliance tops are to be kept
free of dust. Dish washing is not included but can be added for an additional charge.
12. Janitorial Closets and Storage Areas -
a. Storage shelves cleaned and products stored in a neat and orderly fashion.
b. Mops cleaned and stored.
c. Sinks cleaned and drains free of mop strings and other debris.
d. Floors swept and mopped.
e. Equipment and tools clean and stored in a neat and orderly manner.
f. Lights turned off and doors closed and locked.
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.
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.
HN
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
Field Safety & Training Program
Regent Services maintains an active safety & training program which includes the following:
Initial training of new employees in the areas of:
A. Body Mechanics
B. Fire
C. Proper Storage of Equipment
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 Managerto ensure cleanliness and to
discuss any matters with management regarding the quality of work being
performed.
5. A Communication Logbookwill 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
(egent
Services
Regent Services Reference Page
� � OOMOM
N t-
1
TER� EDOR
9EINGY PRS7FERTY),A1�N.4GEMENT
Arthur Lee Wilson
XTO Energy, Inc
Building Operations Manager
817-205-5120
Laura Hagan
Verador Property Management
Property Manager
817-877-3555
arthur wilson@xtoenergy.com Iaura.hagan@veradorpm.com
702,903 SF 275,760 SF
I�� TC RG
,it PROPERTIES, LLC
Matt Hopwood
TCRG Properties
Leasing Director
817-626-9898
matt@tcrg.com
421,952 SF
IV A,
�.s�are
Donna Pope
Jones Lang LaSalle
Senior Facilities Manager
682-605-5025
donna.pope.ctr@sabre.com
320,000 SF
Carma Bohannon
Holts Lunsford
Property Manager
817-338-1200
cbohannon@hlfortworth.com
242,675 SF
i HILWOOD
A PEROT COMPANY'
Pattie McClean
Hillwood Properties
Senior Property Manager
817-224-6091
Pattie.mcclean@hillwood.com
405,192 SF
14
Company History and Philosophy
Regent Services began operations 37 years ago as Your Final Janitorial, in September of 1980, then
incorporated in November 2009 as Southlake Leasing & Mgmt., Inc. dba/Regent Services and has
provided the highest quality of services available throughout the Dallas/Fort Worth area as well as
Houston, San Antonio, Austin and Corpus Christi.
Why Regent Services
We deliver the highest standard in janitorial and building maintenance services to our customers
throughout the DFW metroplex each and every day. We offer our customers immediate and direct access
to decision makers in order to rapidly address issues and concerns, while supporting our customers and
meeting their expectations with weekly quality control inspections and 24/7 account management
response. Our responsiveness and dedication to resolving problems are just a few of the many reasons
why Regent Services enjoys an exceptional renewal rate and an average customer life that significantly
exceeds the industry average.
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
commercial, industrial, aviation, single -tenant, multi -tenant and medical facilities and has experience in
both commercial and industrial applications.
Key Managers and Supervisory Personnel
Bryan D. Walsh - CEO, has over 37 years of experience in the commercial janitorial industry.
Bryan's personal commitment to excellence is evidenced by his strong long-term business
relationships and high customer retention. He has extensive experience in all aspects of
commercial janitorial operations as well as business management.
Chaney Russell - President, has 22 years of experience in commercial janitorial operations.
Chaney is dedicated to providing quality cleaning, responsiveness to customer requests, and
achieving customer satisfaction. Chaney holds several certifications including but not limited to
IICRC Carpet Cleaning, IICRC Carpet Cleaning Water Damage Restoration,
References: Chad Hester, City of Grapevine - 817-925-2875, _
Kurt Ackermann, City of Southlake - 817-657-8062
Josh Prescott - Senior Director, has over 7 years of experience in commercial janitorial
operations. Josh is a strong leader and has proven that with years of experience in a managerial
role. He currently oversees operations of over 2.1 million square feet all while leading the
charge of our Business Development team. His personality and attention to customers' needs
helps build long term business relationships.
References: Lee Wilson, XTO Energy - 817-205-5120
Thomas McDaniel - Senior Director, has over 8 years of experience in commercial janitorial &
general trade services. Thomas is an innovator to special services and the go to person for his
customer when they need services outside of janitorial operations. Thomas is OSHA Certified
and has created safety programs for window washing safety for customers such as Jones Lang
LaSalle. Current projects include but not limited to: Exterior Building Painting, Window Washing,
15
Window Restoration, Roof Davit/Tie Back Installations, Fagade Surveys & Caulking and Water
Proofing.
References: Jim Kelley, Jones Lang LaSalle - 214-886-0257
Steve Griggs, Jones Lang LaSalle - 214-663-7037
Tina Garcia - Bilingual Senior Account Manager, has 18 years of experience in commercial/
medical facility janitorial building management. Tina is dedicated to providing high quality
attention to every building resulting in complete customer satisfaction. She has had extensive
training for both commercial and medical facility management. Tina has an IICRC certification
for carpet cleaning. References: Bruce Jernigan, Jones Lang LaSalle - 972-506-3876
Aaron Beare - Sales/Account Manager, has 10 years of experience predominately medical
facility janitorial building management. Aaron is dedicated to providing extensive customer
service to her buildings which is evidenced by the retention of her accounts and glowing
comments from her building managers. He has had extensive training including but not limited
to carpet cleaning, floor finishing and other specialty cleaning.
References: WC Jennings Mgmt, David Aldrich - 817-308-9333 _
Lincoln Harris Mgmt., Susan Heath - 817-313-7817
Lori Herbert - Sales/Account Manager has 5 years of experience in sales and commercial/
medical facility janitorial building management. Lori is a loyal manager who focuses on detail
and customer service making sure all expectations are met. She too is certified in carpet
cleaning by IICRC.
References: Pretium Mgmt., John Comerford - 817-870-1316
Vestar Mgmt., Stacy Holingsworth - 817-810-9078
Yazmin Correa - Account Manager has 3 years of experience in sales and
commercial/medical facility janitorial building management. Lori is a loyal manager who focuses
on detail and customer service making sure all expectations are met. She too is certified in
carpet cleaning by IICRC.
References: First Command Financial Services, Deb Williams - 817-569-2324
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.
ADDITIONAL SERVICES
W.
Call For Quote-817-984-1761
FLOOR MAINTENANCE
• Wood Floor Refinishing & Restoration
• Carpet Cleaning
o Hot Water Extraction
o Encapsulation Method (Whittaker)
• Strip & Wax (VCT Flooring)
• Stone Polishing/Restoration
o Marble
o Granite
o Terrazzo
• Concrete Polishing & Staining
SPECIALTY & GENERAL TRADES
• Locksmith Services
• High Dusting & Warehouse Dusting
• Painting Services -General
• HVAC Services
• Emergency 24 Hour Flood/Water Clean Up
• Emergency Lighting Towers
• Audio/Visual
• Electrical Services
• Fences, Gates, & Overhead Doors
o New Installation
o Repairs
o Gate Code Programming
o Key Pad/Badge Access Installation
• Fire Alarm Monitoring
• Fire Protection Maintenance
o Fire Detection Systems
o Fire Extinguishers
o Preventative Maintenance
• Glass/Window Installation & Repair
• General Construction
• Day Porter Services
• Kitchen Equipment
Installation/Repairs
• Roofing Services & Skylights
EXTERIOR FACILITY MAINTENANCE
• Parking Lot Striping and Resurfacing
o Re -Stripe
o New Striping
o Stencils
o Traffic Signs
o Speed Bumps & Bollards
o Barrier & Guardrail Delineators
• Window Cleaning (Interior & Exterior)
o Acid Washing
• Power Washing
• Sand Blasting
• Awning Cleaning
• Graffiti Removal
• Caulking & Waterproofing
o Wet Glazing
o Expansion Joints
• Deck Coating/Traffic Coating
• Concrete Polishing & Staining
• Snow/Ice Removal
• Landscaping & Lighting Services
• Tree Relocation & Tree Installation
• Pallet & Rubbish Removal
• Holiday Decorating
• Waste Removal & Management
INTERIOR FACILITY MAINTENANCE
• Construction Cleaning/Final Cleans
• Disease Control & Prevention
• Computer Room/Data Center
Cleaning
• Upholstery Cleaning
• Light Bulb Replacement
• Odor Control
• Restroom & Locker Room Sanitization
• Floor Mat Services
17
Attachment E
'gent
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
A. JANITORIAL SERVICE
October 1, 2021
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/MARQ
Monthly
Janitorial Service 75,500 sq. ft. x .091 per sq. ft. _ $6,870.50
Annual
$82,446.00
, "Pricing is based on City of Grapevine Contract #RFB461-2018." Let me know if you have any questions
or whom might else could assist me with this request.
* 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
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.
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 safetyand
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 asfollows:
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 orshare
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.
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.
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 14001VIain 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 satisfactorilyfulfill
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
The Champion Club/MARQ
Monthly Annual
Janitorial Service 75,500 sq. ft. x .091 per sq. ft. _ $6,870.50 $82,446.00
, "Pricing is based on City of Grapevine Contract #RFB461-2018." Let me know if you have any questions
or whom might else could assist me with this request.
* Note: Pricing does not include 8.25% sales tax where applicable.
Additions and/or deletions to cleanable square footage will be adjusted pro-rata.
0
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 Champion Club/MARQ
By: Chaney Russell By:
Chaney Russell
Pricing is based on City of Grapevine Contract # RFB-461-2018