Item 4E MemoCITY OF
SOUTHLAKE
Item 4E
MEMORANDUM
(February 15, 2022)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve a contract renewal for the Southlake Town Square
parking garage & street sweeping, power washing, and porter
services to Southlake Leasing and Management dba Regent
Services in an amount not to exceed $135,000.
Action
Requested: Approve a contract renewal for the Southlake Town Square parking
garage & street sweeping, power washing, and porter services to
Southlake Leasing and Management dba Regent Services in an
amount not to exceed $135,000.
Background
Information: On January 23, 2019, sealed proposals were received from three
vendors for parking garage & street sweeping, power washing, and
porter services in the Southlake Town Square development. On
February 19, 2019, City Council awarded this contract to Southlake
Leasing and Management dba Regent Services with four one-year
renewal options; this is the third of four renewal options.
This contract includes: daily sweeping of the two parking garages
and the public streets within the Town Square development; daily
sweeping of the DPS Headquarters' parking garage; monthly power
washing of the north and south entry of Town Hall; power washing
of the parking garage stairwells; and daily emptying of all trash
containers within Town Square.
Financial
Considerations: Southlake Leasing and Management (Regent Services) will not
increase their pricing for this period of performance, February 2022
through February 2023.
Kite Realty Group (formerly known as RPAI Southwest
Management) reimburses the City for 91.75% of the maintenance
expenses associated with the Town Square parking garages.
Page 1 of 2
Item 4E
For the past three fiscal years, the City has spent the following with
Regent Services for these services.
• FY 2019, $ 138,681
• FY 2020, $ 126,703
• FY 2021, $ 97,644
The decrease in expenses since FY 2019 were due to canceled
events because of the global pandemic. Annual events are
expected to resume in FY 2022; therefore, Staff is requesting that
City Council authorize up to $135,000 in expenditures with this
vendor should the need arise for additional services. Funding for
these services is available via the General Fund from FY 2022
Facilities Operating Budget. Expenditures will not exceed budgeted
funds.
Strategic Link: This item links to the City's Strategy Map strategic focus areas of
Infrastructure and Partnerships & Volunteerism. It specifically
relates to the City's Corporate Objectives, B2: Collaborate With
Select Partners To Implement Service Solutions, and F2: Invest To
Provide & Maintain High Quality Public Assets.
Citizen Input/
Board Review: None.
Legal
Review: The City Attorney reviewed original proposal documents as to form.
Alternatives: The City Council may approve or deny the contract renewal.
Staff
Recommendation: Approve a contract renewal for the Southlake Town Square parking
garage & street sweeping, power washing, and porter services to
Southlake Leasing and Management dba Regent Services in an
amount not to exceed $135,000.
Supporting
Documents: Attachment A: Contract extension documents
Staff
Contact: Rob Cohen, Director of Public Works
Jack Thompson, Deputy Director of Public Works - Operations
Page 2 of 2
Attachment A
December 20, 2021
Southlake Leasing and Management dba Regent Services
101 St. Louis Avenue
Fort Worth, Texas 76104
Attn: Mr. Chaney Russell
Subject: Notification of Contract Renewal for Southlake Town Square Parking Garage & Street Sweeping, Power Washing and
Porter Services RFP1901B200TS190001
Dear Mr. Chaney:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Southlake Town
Square Parking Garage & Street Sweeping, Power Washing and Porter Services RFP1901B200TS190001". This renewal shall
become effective February 19, 2022 and after City Council approval (CC Award date ) and shall continue in full
force based on the terms and conditions of the initial award.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms:
Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment:
Shall be made by purchasing card or purchase order.
Delivery Terms:
FOB Destination
Delivery Locations:
IF STATED IN RFP DOCUMENT
Term of Contract:
Shall be effective for twelve months from date of renewal and is eligible for up to one (1) additional
one (1) year annual renewals.
City Contact:
KURT ACKERMANN 817-748-8102
Send all billing to:
City of Southlake
accountspayablekci.southlake.tx.us (preferred) or
1400 Main Street, Suite 420, Accounts Payable
Southlake, TX 76092
Other Charges:
The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager CPPO, CPPB
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifka@ci.southlake.tx.us
Fax: 817-748-8010
Contract Renewal Accepted:
Signed:
Mayor John Huffman
City of Southlake
Attest:
Amy Shelley, TRMC
City Secretary
Date: Approved as to Form and Legality:
City Attorney
SOUTHLAKEE ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
Council Action:/ t
Ord./Res. No.'--�,,,,_
Date Approved V z,77' ...._._..
January 12, 2021
Southlake Leasing and Management dba Regent Services
101 St. Louis Avenue
Fort Worth, Texas 76104
Attn: Mr. Chaney Russell
Subject: Notification of Contract Renewal for Southlake Town Square Parking Garage & Street Sweeping, Power Washing and
Porter Services RFP 190 1 B200TS 190001
Dear Mr. Chaney:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Southlake Town
Square Parking Garage & Street Sweeping, Power Washing and Porter Services RFP I 90111209TS190001". This renewal shall
become effective February 19, 2021 and after City Council approval (CC Award date 2 Z /4_1 and shall continue in full
force based on the terms and conditions of the initial award.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms:
Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment:
Shall be made by purchasing card or purchase order.
Delivery Terms:
FOB Destination
Delivery Locations:
IF STATED IN RFP DOCUMENT
Term of Contract:
Shall be effective for twelve months from date of renewal and is eligible for up to two (2) additional
one (1) year annual renewals.
City Contact:
KURT ACKERMANN 817-748-8102
Send all billing to:
City of Southlake
1400 Main Street, Suite 420, Accounts Payable
Southlake, TX 76092 or Email: accountspgyable@ci.southlake.tx.us
Other Charges:
The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager ?PPO, CPPB
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifka@ci.southlake.tx.us
Fax: 817-748-8010
Contract Renewal A cepted:
Signed: Date: t
Za r taarTF 7Johr, �• Pa_
City of Southlake `�
SOUTHLAKE
13
January 28, 2020
Southlake Leasing and Management dba Regent Services
101 St. Louis Avenue
Fort Worth, Texas 76104
Attn: Mr. Chaney Russell
ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
Council Action(VN
Ord./Res. No., CAY\ se v,
Date Approved ao
Subject: Notification of Contract Renewal for Southlake Town Square Parking Garage & Street Sweeping, Power Washing and
Porter Services RFP190IB200TS190001
Dear Mr. Chaney:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Southlake Town
Square Parking Garage & Street Sweeping, Power Washing and Porter Services RFP 1901 B200TS 19000 1 ". This renewal shall
become effective February 19, 2020 and after City Council approval (CC Award date a K I 2Z _) and shall continue in full
force based on the terms and conditions of the initial award.
The terms and conditions proposed and accepted in this renewal agreement are as follows
Payment Terms:
Net 30 days (Unless otherwise noted — such as pre- andior partial payment)
Method of Payment:
Shall be made by purchasing card or purchase order.
Delivery Terms:
FOB Destination
Delivery Locations:
IF STATED IN RFP DOCUMENT
Term of Contract:
Shall be effective for twelve months from date of renewal and is eligible for up to four (4) additional
one (1) year annual renewals.
City Contact:
KURT ACKERMANN 817-748-8102
Send all billing to:
City of Southlake
1400 Main Street, Suite 420. Accounts Payable
Southlake, TX 76092 or Email: accountspati able-&,c i. south lake. tx. us
Other Charges:
The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-83 12 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager CPPO,
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslitka,iLci.southlake.tx.us
Fax: 8 17-748-8048
c-
CPPB
Contract Renewal epted:
Signed: Date:
Mayor Laura Hill
City of Southlake
�tt%
%%`
H LAkF ��..
AttestA4�
O ��
AmC elley, TRM�
.�'
q
City Secretary
�. 0
Approved as to Form and L a
-;
City Atto y
1/17/2020 Ci.southlake.tx.us Mail Fwd: Street Sweeping Contract Renewal
USOUTHLAKE Timothy Slifka <tslifka@ci.southlake.tx.us>
Fwd: Street Sweeping Contract Renewal
Lydia Ruiz <Iruiz@ci.southlake.tx.us>
To: Timothy Slifka <tslifka@ci.southlake.tx.us>
Here you go.
Lydia Ruiz
Public Works Admin
City of Southlake
1400 Main Street, Suite 320
817-748-8098
---- Forwarded message ---------
From: Lydia Ruiz <Iruiz@ci.southlake.tx.us>
Date: Wed, Jan 8, 2020 at 1:32 PM
Subject: Fwd: Street Sweeping Contract Renewal
To: Timothy Slifka <tslifka@ci.south lake.tx.us>
Hi Tim,
Fri, Jan 17, 2020 at 9:24 AM
Regent's contract for Street Sweeping is coming up for renewal. The email chain below indicates there will be no increase
in cost from Regent. Do you need anything else to proceed in renewing their contract? Also, will you be handling the
council item? If so, please let me know how I may assist you.
Thank you,
Lydia Ruiz
Public Works Admin
City of Southlake
1400 Main Street, Suite 320
817-748-8098
--------- Forwarded message ---------
From: Kurt Ackermann <kackermann@ci.south lake. tx us>
Date: Mon, Jan 6, 2020 at 12:07 PM
Subject: RE: Street Sweeping Contract Renewal
To: Chaney Russell <Chaney@regentsvc.com>, Lydia Ruiz <Iruiz@ci.south lake.tx.us>
Thanks Chaney.
Lyd i a,
Tim can use this email from Mr. Russell, stating Regent Services will not be increasing their pricing for the Street
Sweeping contract this year.
Kurt Ackermann
Facilities Manager
https:llmail.google. com/mail/u/0?ik=1 dc9780fdg&view=pt&search=all&permmsgid=msg-f%3A1655989505017100573&dsqt= l &simpl=msg-f%3Al6559... 1 /4
1117/2020 Ci.southlake.bc.us Mail - Fwd: Street Sweeping Contract Renewal
City of Southlake
600 State Street #2010
Southlake.. Texas 76092
(p) 817-748-8102
(f ) 817-748-8667
(c) 817-657-8065
kackermann@ci.southiake.tx.us
From: Chaney Russell [mailto:Chaney@regentsvc.com]
Sent: Monday, January 6, 2020 11:43 AM
To: Kurt Ackermann
Subject: Re: Street Sweeping Contract Renewal
Hey Kurt,
Everything is good as is on our end, no increase needed
Thanks,
Chaney Russell
Regent Services
Sent from my Phone
On Jan 6, 2020, at 10:28 AM, Kurt Ackermann <kackermann@ci.southlake tx.us> wrote:
Chaney,
The Southlake City Street Sweeping contract is due for renewal, will Regent Services be making any
pricing changes ?
Kurt Ackermann
Facilities Manager
City of Southlake
600 State Street #2010
Southlake, Texas 76092
(p) 817-748-8102
https./Imail.google.com/mail/u/0?ik=ldc9780fdg&view=pt&search=all&permmsgid=msg-f%3Al655989505017100573&dsqt=l&simpl=msg-f%3Al6559_ 2/4
1 / 1712020
(f ) 817-748-8667
(c) 817-657-8065
Ci.southlake.tx.us Mail - Fwd Street Sweeping Contract Renewal
kackermann@ci.south lake. tx.us
From: Lydia Ruiz[mailto:Iruiz@ci.south lake. tx.us]
Sent: Monday, January 6, 2020 10:20 AM
To: Kurt Ackermann
Cc: Hunter Harris
Subject: Re: Street Sweeping Contract Renewal
Do you know if Regent will be increasing their cost? I can coordinate with Tim regarding this contract.
Lydia Ruiz
Public Works Admin
City of Southlake
1400 Main Street, Suite 320
817-748-8098
On Mon, Jan 6, 2020 at 10:17 AM Kurt Ackermann <kackermann@ci.south lake. tx.us> wrote:
FYI
I believe Regent Service's Street Sweeping Contract renews this month, see attached.
If not already done, do we need to get with Tim to get it prepped for Council, and put on the agenda ?
Kurt Ackermann
Facilities Manager
City of Southlake
600 State Street #2010
Southlake. Texas 76092
(p) 817-748-8102
(f ) 817-748-8667
(c) 817-657-8065
kackermann@ci.south lake. tx.us
https://mail.google com/mail/u/0?ik=ldc9780fd9&view=pt&search=all&permmsgid=msg-f%3A1655989505017100573&dsqt=l&simpl=msg-f%3A16559_ 3/4
1/17/2020 Ci.southlake.tx.us Mad - Fwd: Street Sweeping Contract Renewal
<Executed Street Sweeping and Other Services Contract - Regent Services - 2019-02-20.pdf>
https.//mail.google.com/mail/u/07ik=ldc9780fd9&view=pt&search=all&permmsgid=msg-P/a3A1655989505017100573&dsgt=l&simpl=msg-f%3Al6559 4/4
Attachment B ORIGINAL DOCUMENT
Cr" CW TA
SOUTHLAKE CITY OF SOULAKE
Council Acdon:-&K
Ord./RaL No.
Date Approved-V1"qfi
January 30, 2019
Southlake Leasing & Mgmt, Inc. dba Regent Services
101 St Louis Avenue
Fort North, Texas 76104
Attn: Mr. Chaney Russell
Subject Contract Award Noti icaWn for Southlake Town Square Parking Garage & Street Sweeping, Power
Washing and Porter Services RFP1901B200TS190001
Dear Mr. Russet:
The City of Soudite is pleased to inform you that Southlake Leasing & Mgmt, Inc. dba Regent Services of Fort Worth, Texas is
the awarded vendor for 'Contract Award Notification for Southlake Town Square Parking Garage & Street Sweeping, Power
Washing and Porter Services RFP1901 B200TS190001'. The award and this agreement are based on your proposal to the City,
copy enclosed. This is a single vendor award contract Your company's award is attached. This award was approved by the City
of Southlake City Council on ajpt .
The terms and conditions proposed and accepted in this agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded items exclusively during the term of the contract from the successful
vendors.
Method of Payment Shall be made by City procurement card or purchase order
Delivery Terms: FOB Destination
Delivery Locations: Vendor Delivery or City employee picic-up.
Tern of Contract The tern of awarded contract shall remain in effect for twelve months from data of award and is
eligible for up to four (4) one (1) year annual renewals
City Contact: Kurt Ackermann 817-748-8102
Sand all billing to: City of Southlake,
1400 Main Street, Suits 440, Accounts Payable
Southlake, TX 76092 or via small to accountsoavablghJW.southlake.bt.us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and
local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments
to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized
representative of the City of Southlake.
Thank you for particoting in our procurement process. Please call 817 748-8312 with any questions.
Sincerely,
Tim Slifka, CPPO, CPPB
Purchasing Manager���
City of Southlake ��� OVS. LA�F
1400 Main Street, Suite 440 ` �5•. .•l��
SouWake, Texas 70092
O
tslifka0ci.southlake.tx.us Attest N
Amy SQ119y, TRMC v
Contract and *Acca led: Deputy City Secretary i
i
Signed: Date: CJ�� 9 Apprav W
a
Mayor Laura Hill
City of Southlake City Attorne
�rAUIXM aIMIT)i a
Y%Y moitQAIi-inua:)
Appendix B — Proposal
Subtaittal Coda tc (To detervine validity of proposal)
>/ Append x B (pages _10 tbrosgh *J must be ischaded is the proposal submittal
r Appendix C Conflict of tstereet Fsru (page 211J must be i KbWkd is the proposal ssbmkIaL
Foraa IM Catifieate of Interested Party (page 2J mast be included in the proposal submittal.
HB E! MA SB 252 Aehno.ie*.e t (pogo _17,
✓ Required Vendor Equipment and Vehicle Lint Included
I
RFP Number:
RFP1901B200TS190001
Project Tide:
Southlake Town Square Parking Garage & Street
Sweeping, Power Washing and Porter Services
Submittal
3:00 PAL (CST), Wednesday January 23, 2019
Deadline:
Submit electronically* to: www.securebidusa.com
* Requires email account,l . and password.
"rliiford Bair• "
hIpseea Lepi Naas.
SouthWw Leasing & Mgmt, Inc dbalRe ent Services
Address:.
101 St Louis Avenue
City, State& ZIP
Fort Worth, Texas 76104
l+'sdera! EmP�Y!�
Idea48a4ortNumberit
20-5975326
Pbose Number:
817-984-1761 so 817-984-1297
&Ma6 Address: I
camselaregentsvc.com
Prvomer AM fligrintios
I.. the underelped, Bova the authority to execute this in its entirety as abasitted and eater into a eoutrset
on habiworike Proposer.
Priated Name and Position of Authorized Represeetariv Chan sail, - idertt
Signatm ofAuthorized R�gnasentative:
.Sigded'this M��(d y) of
learned of this Reauest for Pronosala by the followinv means -
Newspaper Advertisement
❑ Soudti ke Website
❑ Mailed Me a Copy
❑ SectacBid
❑ City E-mail Notification
❑ Cold Call to City
F Other
City of Southlake - RFP19911120MI9000I Page 10 of 21
L
2.
Appeadiz B — Proposal (watiewd)
REOUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE
CONSIDERED COWLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE
CITY, PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION:
Proposed Products awYor Services
A. Product or Service Descriptim: Proposers should utilize this section to describe the technical
aspects, capabilities, features and options of the product and/or service proposed in accordance
with the required Scope of Services as identified in Appendix A. Promotional literature,
brochures, or other technical information may be used.
B. Additional Hardware Desrriotions: Proposers should also include in this section a detailed
description of what additional'bardware and/or software, if any, would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Proposer with the Proposal submitted.
D. Project Schedule/Delivery Date: Proposer must provide a project schedule noting all projected
compaction dates for segments of the Project, from start-up to completion, and all delivery dates for
goods covered by the RFP. The Proposal must show the number of days required to deliver and
install the product or equipment after the receipt of the City's Purchase Order.
Cost of Proposed Products and/or Services
A. lam: Pricing shall reflect the M Scope of Services defined herein, inclusive of all associated
cost for delivery, labor, insurance, taxes, overhead, and profit.
B. Schedule of Pricing; Proposer shall quote unit pricing in accordance with the itemized listing of
products or contract segments stated in the Scope of Services and using the following format_
DAILY SERVICES
R 36 )
Manual Sweeping/Blowing for Southlake Town
2
Per Svc.
Scopeof Services
$ 8 ..02
S 295n.30
Manual Sweeping/Blowing for Soutblake Town
Square East and West Parking Garages per
2
1 Per Svc.
Scope of Services
$ 36.16
S 13198.40
Manual Sweeping/Blowing for DPS
Headquarters Parking Garage per Scope of
3
Per Svc.
Services
$ 11.04
S 4029.W
4
Per Can
Empty 136 Trash Cans per Scope of Services
$ 52.00
S IMMOo
WEEKLY SERVICES
X 52
Power Sweep and Vacuum Southlake Town
i
Per Svc.
Square per Scope of Services
$ 190.00
$ 9880.00
Power Sweep and Vacuum Southlake Town
Square East and West Parking Garages per
2
Per Svc.
Scopeof Services
$ 230.00
S 11980.00
Power Sweep and Vacuum DPS Headquarters
1
3
Per Svc-
I Parking Garage per Scope of Services
$ 85.00
S 4420_on
City orSouthlake - RFP1900200TS190001 - Page 11 of21
M M_
MONTHLY SERVICES
% 12
1
Per Svc.
Power Wash Southlake Town Square East and
West Parking Garage Stairwells per Scope of
Services
S 385.00
S 4620.00
2
Per Svc.
Power Wash Southlake Town Square North and
South Entry Stairways and Landings per Scope
of Services
S 125.00
S 15M.00
ANNUAL EVENTS
1
Per Svc
Power Wash Southlake Town Hall Building
North and South Entry Stairways and Landings
of Services
85.00
S 85.00
2
Per Sq.
Ft.
Power Wash Southlake Town Hall Perimeter
Sidewalks Edge -to -Edge Inckxft Handicap
Ramps and Landings per Scope of Services
03
S .03
OPTIONAL AS -REQUESTED SERVICES
t
Per Sq_
FL
Power Wash Southlake Town Square East and
West Parking Games and DPS Headquarters
Parking Garage Edge -to -Edge Including all
Paddng Spaces and Ramps per Scope of
Services
S .03
2
Per Sq.
Ft
Power Wash Southlake Town Hall Perimeter
Sidewalks Edge -to -Edge Including Handicap
Ramm and Landing Scope of Services
S .03
3
Per Sq.
Ft.
Power Wash Southlake Town Square Paver
Crosswalks Edge -to -Edge Including Handicap
Kam and Landing Scope of Services
3 .18
4
Per Sq.
Ft
Power Wash Streets and Sidewalks Edge-w-
Edge Including Handicap Ramps and Landings
As Requested per Scope of Services
S 04
OTHER VENDOR CHARGES
l
Per Each
Other Vendor Charges_ Please Describe_
S
S
2
Per Each
Other Vendor Charges_ Please Describe:
S
S
_
3
Per Each
Other Vendor Charges. Please Desmbe:
$
S
3 '
M1r
.?i' i '' ,tit �i'
TOTAL ALL LINE ITEW
'�� •�';
g
City of Southlake RFP1901B200TS190001 Page 12 of 21
3.
4.
Term of Contract and Option to Extend
I
Any contract resulting from this RFP shall be effective for twelve months from date of award The
City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion
ofthe City. The following clauses shall be included in the contract:
A. Option Clause: It is agreed that City will have the option to extend the contract for up to four (4)
additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days
prior to contract termination or to the end of any one-year extension. The Option to Extend will not
be considered if finding is unavailable or if the contractor's past performance is not within the
industry standard. i
B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful
contractor may submit documentation mVxating permission to increase pricing no later than 30
days after receiving notice from the City of its intent to extend the agreement Escalation may only
occur at the time of renewal and only upon securing the approval of the City in writing. Requests
for price adjustments must be solely for the purpose of accommodating an increase in the
contractor's cost, not profits.
i
Vendors shall show in this quote their anticipated percent of escalation if/when the option to
extend is exercised. The percent quoted will be a maximum In addition, the percentage proposed
will be a factor in determining the best value to the City. It is the average price over the period of '
the contract that will be the price factor considered in the evaluation of this quote. Quotes in which
negative or no escalation is shown will be considered as 06/6 escalation. p
C. Price Increases [loon Extension: If approved by the City, the Contractor shall modify the rates
charged by the Contractor to reelect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall be four percent (44%) per year.
The City shall have authority, in its reasonable discretion, to determine the validity of any change r
in Connector's rates. City cannot exercise the Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.
i
First Renewal Escalation Percentage........................................................ 0 %
i
Second Renewal Escalation Percentage .......................................... _. 0 %
Third Renewal Escalation Percentage...................................................... 0 % ['
FourthRenewal Escalation Percentage...................................................... 0 % i
Proposer's Experience / Staff
A. Proiect Team: Identify all members of the Proposer's team (including both team members and
management) who will be providing any services proposed and include information which details
their experience.
B. Removal or Replacement of Staff. If an assigned staff person must be removed or replaced for any
reason, the replacement person must be approved by City prior to joining the project
C. Business Establishment: State the number of years the Proposer's business has been established
and operating. If Proposer's business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals, if different than present, must be provided;
State the number of years' experience the business has: 20 ; and the number of employees: j
158 I
City of Southlake - RBP1901B2t10TS190001 - Page 13 of 21
D. Project Related Experience: All Proposals must include detailed information that details the
Proposer's experience and expertise in providing the requested services that demonstrates the
Proposer's ability to logically plan and complete the requested project
5. References
Proposer shall provide four (4) references where Proposer has performed similar to or the same types
of services as described herein.
Reference 91:
Client / Company Name:
City of Southlake
Contact Name:
Contact Title:
Kurt Ackermann
Facilities Manager
Phone:
Email:
817-657-8065
kackerrnanniMci.southlakeAcus
Date and Scope of Work Provided: Janitorial and related services
Reference 02:
Client / Company Name:
City of Grapevine
Contact Name:
Contact Title:
Chad Hester
Facility Service Manager
Phone: 817-410-3367
Email: chestw@grapevinetmm.gov
Date and Scope of Work Provided:
Janitorial and related services
Reference #3:
Client / Company Name:
City of Allen
Contact Name:
Contact Title:
Bolky Trevino
Contract Manager
Phone:
Email:
214-509-3370
btrevinoCftityolallen.org
Date and Scope of Work Provided:
Janitorial
and related services
Reference #4-
Client / Company Name: Cardina Real Estate Group, LLCJMARC Group
Contact Name: Bruce Jernigan
Contact Tide:
Facilities Manager
Phone: 972-506-3876
Email. brace. emi an j g CcOomcworkplace.corn
Date and Scope of Work Provided:
Janitorial and related services
City of Soathlske - RFP1901B2t10TS190001 - Page 14 of 21
6. Trade Secrets and/or Coafrdential Information
Trade Secrets and/or Confidential [nfotmatiotw. This proposal _ (does) V (does not) contain trade
secrets and/or confidential information. If applicablc, describe such trade secrets and confidential
information, and the basis for your assertion that such material qualifies for legal protection from
disclosure.
7. Federal, State and/or Local Identification Information
A. Centralized Master Bidders List registration number. 20-5975326
B. Prime contractor HUB / MWBE registration number. N/A
C. An individual Proposer acting as a sole proprietor must also enter the Propose a Social Security
Number # - -
8. Emergency Business Services Contact Notice
Daring a natural disaster, or homeland security event, there may be a need for the City of Southlake to
access your business for products or services after normal business hours and/or holidays. The City
may request City employee pick up or vendor delivery of product or services.
For this purpose, a primary and secondary emergency contact name and phone number are required it
is critical the vendor's emergency contact information remains current City shall be contacted by E-
mail with any change to a contact name or phone number of these emergency contacts. Updates may be
amailed to vendom'&ci.southlake.tx.us.
All products or services requested during an emergency event are to be supplied as per the established
contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours
emergency opening of the business, if any. In general, orders will be placed using a City of Southlake
procurement card (Master Card) or City issued Purchase Order. The billing is to include the
emergency opening fee, if applicable
The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours
emergency opening of the business listed below.
Business Name: Southlake Leasing & Mgmt, Inc dba/Regent Services
Contracts RFP19016200TS190001
Description: Southlake Town Square Paridng Garage & Street Sweeping, Power Washing & Porter Svc.
Primary Contact (Name): Chaney Russel
Primary Contact Phone Numbers. Home: 817 984-1761 Cell: 817-789-8425
Secondary Contact (Name): Delano Miles
Secondary Contact Phone Numbers: Home: 817 984-1761 _ Cell: 817-915-4578
After Hours emergency opening fee, if applicable: $ N/A
City of Southlake - RFP1901B200TS190 I - Page 15 of21
9. Cooperative Governmental Purchasing Notice
Otter governmental entities maintaining interlocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFP from the successfid Bidder. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity's debts. Each
govemmental entity will place their own orders with the successfW Bidder and be responsible for
ensuring full compliance with the RFP specifications. Prior to other governmental entities placing
orders, the City will notify the successful Bidder of their intent
Please indicate below if you will permit other govemmental entities to purchase from your agreement
with the City.
[✓J Yes, Others can purchase [ No, Only the City can purchase
U. CONTRACT TERMS AND CONDITIONS EXCEPT WHERE PROPOSER MASKS SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM TWS
RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WSICH PROPOSER
HEREBY ACSIYOWLEDGES, AND TO WIUCH PROPOSER AGREES BY SUBMITTING A
PROPOSAL:
1. Delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City, payment terms for the City are Net 30 days upon receipt of invoice.
B_ Warranty of Products and Services: All products fiunished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Proposal, to
the satisfaction of City and m accordance with the specifications, terms, and conditions of the
Scope of Services and all services performed shall be warranted to be of a good and workmanlike
quality, in addition to, and not in lieu of, any other express written warranties provided.
C. Late Deliveryor Performance: If Proposer fails to deliver acceptable
ep goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such costs within ten days of invoice.
D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession,
and accepts the goods and the installation of such goods, has tested the system, and determined that
it is in good and acceptable working order.
2. Miscellaneous
A_ lndMendent Contractor. Proposer agrees that Proposer and Proposer's employees and agents have
no employer -employee relationship with City. Proposer agrees that if Proposer is selected and }
awarded a contract, City shall not be responsible for the Federal insurance Contribution Act
(FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers
Compensation Insurance payments, or any other insurance payments, nor will City furnish any
medical or retirement benefits or any paid vacation or sick leave. i
B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to
another without the written consent of the Purchasing Manager. Such consent shall not relieve the
assigner of liability in the event of default by the assignee.
City of Soothlake - RF7190IB200TS19MOI Page 16 of 21
3.
C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goads, and services which may be provided to the City by Proposer or
Proposer's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence
of freedom from liens shall be delivered to the City.
D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gigs, or
otherwise, were offered or given by the successful Proposer, or its agent or representative, to any
City officer, employee or elected representative, with respect to this RFP or any contract with the
City, and that if any such bribe is found to have been made this shall be grounds for voiding of the
contract.
E. Financial Participation: Proposer certifies that it has not received compensation from the City to
participate in preparing the specifications or RFP on which the Proposal is based and
acknowledges that this contract may be terminated and/or payment withheld if this certification is
l
inaccruate.
F. Required Licmes: Proposer certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
G. .Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer
certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind
the Proposer to any resulting contract. E
H. Compliance with Applicable Law: Propose' agrees that the contract will be subject to, and
Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules,
and regulations.
1. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time
while providing products or services to the City of Southlake.
[ �!] Yes, we agree [ ] No, we do not agree
I. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran,
Sudan or a foreign terrorist organization while providing products or services to the City of
Southlake.
[ �/] Yes, we agree [ ] No, we do not agree j
Financ6l Resspo"bility Provisions
A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and j
shall require any of its subcontractors to carry, at least the following insurance in such form, with t !
such companies, and in such amounts (unless otherwise specified) as City may require:
i
i
i. Worker's Compensation and Employer's Liability insurance, including All States +
Endorsement, to the extent required by federal law and complying with the laws of the
State of Texas;
ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad
Form Property Damage, Personal Injury, Completed Operations/Products Liability, i
Premises Liability, Medical Payments, Interest of Employees as additional insureds, and
Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired i
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
($1,000,000) Combined Single Limit Bodily Injury and Property Damage -
City of Southlake - RFP1901 B200TS190001 Page 17 of 21
B. Indemnification: Proposer agrees to defend, indemnify and hold harmless the City, all of its
officers, Council members, agents and employees from and against all claims, actions, suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,
court costs and related expenses, arising out of connected with, or resulting from any acts or
omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees.
C. Bond Requirements: Prior to the commencement of work on this Project, Proposer shall deliver to
the City the following bonds issued by a good and sufficient surety licensed by the State of Texas
and satisfactory to the City:
i. A payment bond in the amount of 100% of the total contract amount insuring the full and
prompt payment of all persons performing labor and/or furnishing materials in connection
with this Project;
ii. A performance bond in the amount of l00% of the total contract amount insuring finli,
faithful, and prompt performance of the responsibilities contained in this contract within ;
the time parameters provided herein. }
i
City of Southlake - RM"111200TS190801 - Page 18 of 21
Appendix C - Form CIQ
WHO: The following persons Waist file a Conflict of Interest Questionnaire with the City if the person has an
employment or business relationship with an officer of the City that results in taxable income exceeding W00
during the preceding twelve — month period, or an officer or a member of the officer's family has accepted gifts
with an aggregate value of more than $250 during the previous twelve — month period and the person engages
in any of the following actions:
1. contracts or seeks to coutzact for the sale or purchase of property, goods or services with the City,
including any ofthe following:
a written and implied contracts, utility purchases, purchase orders, credit card purchases and any
purchase of goods and services by the City;
b. coa tads for the purchase or sale of real property, personal property including an auction of
property;
c. tax abatement and economic development agreements;
2. submits a bid to sell goods or services, or responds to a request for proposal for services;
3. enters into negotiations with the City for a contract; or
4. applies for a tax abatement and/or economic development incentive that will result in a contract with
the City
THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:
I . Mayor and City Council Members;
2. City Manager;
3. Board and Commission members and appointed members by the Mayor and City Council;
4. Directors of 4A and 48 development corporations;
5. The executive directors or managers of 4A and 4B development corporations; and
6. Directors of the City of Soudilake who have authority to sign contracts on behalf of the City.
EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was
a political contribution, a gift to a member of the officer's family from a family member; a contract or purchase of
less than $2,500 or a transaction at a price and subject to terms available to the public; a payment for food, lodging,
transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or
agency.
WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a
"Conflict of Interest Questionnaire" (FORM C[Q) which is available online at www.ethics.state.tx.us and a copy of
which is attached to this guideline. The form contains mandatory disclosures regarding "employment or business
relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the
questionnaire.
WHEN: The person or business must file:
1. the questionnaire —no later than seven days after the date the person or business begins contract discussions
or negotiations with the municipality, or submits an application, responds to a request for proposals or
bids, correspondence, or other writing related to a potential contract or agreement with the City; and
2_ an updated questionnaire —within seven days after the date of an event that would mare a filed
questionnaire incomplete or inaccurate.
It does not matter if the submittal of a bid or proposal results in a contract. The statute requires a vender to file
a FORM CiQ at the time a proposal is submitted or negotiations commence.
WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance
Department. The Finance Department is required by law to post the statements on the Citv's
website.
ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed
$500. It is as exception to prosecution that the person files a FORM CIQ not later than seven business
days after the person received notice of a violation.
NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire.
City of Southlake - RFPI901B200TS190001 - Page 19 of 21
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor or other person doing business with local governmental entity
This questionnaire reflects ehw%es made to the taw by H.B. 1491, Betts t&p.. Regular Session.
OFFICEUSEONLY
This quest)orutaire is being fled in accordance with Chapter 176, Local Govemment Code
Date Received
by a person who has a business relationship as defined by Section 176.001(1a) wilt a local
governmental entity and the person meets requirements under Section 176.006(a).
Bylaw this questionnaire must be filed with the records admit ltsfralor of the tocai govemmental
entity not later than the 7th business day aflerihe date the person becomes aware of facts
that require the statement to be filed. See Section 176.006. Local Government Code.
A person commits an offense if the person knowingly violates Section 176.006. Local
Government Code. An offense tmderthis section is a Class C misdemeanor.
1 Name of person who has a business relationship with local governmenbd entity.
rA`F/
4
Check this box if you am filing an update to a previously filed questionnaire.
El
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not
later than the 7th business day after the date the originally filed questionnaire becomes incomplete or nacclirate.)
J
Name of local government officer with whom filer has employment or business nlatiortship.
Name of Officer
The section (item 3 including subparts A, 6, C & D) must be completed for each officer w11tt whom the bier has an
employment or other business relationship as defined by Section t76.001(1-a), Local Government Code. Attach additional
pages to this Form CIO as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable Income, other than investment
income, from the Mar of the questionnaire?
DYes E-1 No
S. Is the filer of the questionnaire receiving or likely to receive taxable Income, other than investment income, from or at the
direction of the bcal government officer natured in this section AND the taxable income is not received from the local
governmental entity?
Yes a No
C. Is the filer of this questionneire employed by a corporation or other business entity with respect to which the "I
government officer serves as an officer or director, or holds an ownership of 10 percent or more?
D Yes a No
D. Describe each employment or business relationship with the local government elrtcer named in this section.
4
Signature of person doing business with the govemmrrtal entity Date
Adopted 0131281200i
City of Southlake - RFF1901t32"TS1900s1 Page 20 of 21
I
CITY OF
SOUTHL.AKE
19
ADDENDUM NUMBER # 1
To: All Proposers
Date: January 14, 2019
Request for Proposal: RFP1991B200TS190001 Soathlake Town Square Parking Garage A Street
SWeepies, Power Washing and Porter Services
Proposal Due Date-. 3-00 pin., Wednesday January 23, 2019
I. Addendum No. 1 dated Jaaaary 14, 2019 per Addendum 91, the City of Souddake is aaswaring vendor
submitted questions.
QUESTION: Pricing Question: Optional As Reaneated Services Lane h=
Same question for item 1.2,3,4
Do you just warlt a per square foot price - or- are we to measure those gams and give a
Rice for entire shvc4rro or described area?
For instance - item 1 is it X per square foot OR Total structure square footage - 700,000
square feet times X per square foot = SY
The bid says we are to measure the square Ibutages, but the bid only seems to ask for the
square foot pricing. Can you clarify?
ANSWER: The City is requesting a square foot price for the Optional As -Requested items. Frill
location cleaning may not be required. No minimum square footage guaranteed for dx=
Optional A --Requested services.
2. There are no other chimes.
�c� Cyr
shmm racimn
Chief Financial Officer
City of Southlake
In the submission of propo�sa�l�, user must acknowledge receipt of this addendum. Proposer shall
acknowledge this adder by returning one copy of this notice with ter proposal submission.
Signed:
Name:
Is., M, r s
s
0 a! _ .
cayecSaeGfiMM • P#M Ogiadmi • 14Q0M*36mC SAM • &Wdsk% Tares T9W
07.74 012
Equipment list
Reeent Services
Name
I Serial #
( Model Of
W hiti ker
111006640OW3614
W hitiker - `
110066360001344
i
Powerflite _
141uly06D5
- —-
Floor Grinder
i Ser #8-7967
CP400_
Wet Vac
ISN18WD
— SN18WD
Wet Vac
-----
_
04022CO161
WD17351
Powerflite
22MAR07AK
33272 -- -- —
AD15036
Dehumififier
_--- F292
Carpet Fan _
E5070810088
Carpet Fan _ _
EX070810715
Carpet Fan
jEX070810697
Carpet fan , missing tag
—
Steamer
; 09-1_7444
PF53
Wet Vac
Wet Vac _—
11OA3237
18D3067 - -
-'- PF55
Powerflite
33079_
Spray Machine
_
10110592
Kyvac — - —
Kyvac
DTRS141150866
CTRS141150816
Powerflite vac
P08127080
PF2008 — -
Powerflite vac _
P08127086
PF2008
Echo vac
P11012117828
ES-210
Echo vac Toro
310137192 �_^`
51599
Sand blaster .241-3876 6.5 C.E
_
Power Wash Trailer - -
Trash Trailer
_
Max Air Fan BF428D
Kobota
_
78598 —_
RTV 900 W6-H
RD80701
Rigid Power washer
_
AM045196
Lawn Mower Weedeater
033107M057569_
96114000310
Echo weede_ater _
_
5728120SM47
_
SMR-210
Vacuum _
100653 _
168513
_
101336
Chop Saw_ _ _
D28715
Power Washer
_
GBCT-1152492
39_0
_
ANT3C
Power Washer
AM2315322
2011.00419
__
Hydro Scrubber
Extractor
`I
t
--
Power- Flite high speed
--- -- —
-
- ---- -
8SO4-710
Power-Flite high speed fffftt��
Power-Flite vac _
Breeze - CN_2152
#01130590
Diversey Pad Driver
4972114
Diversey Buffer !376154000004696000
8003-790
Dri- Pod drying tying Fan —940-_---DRD45—
Dri- Pod drying Fan _
1#08
#08931
DRD451
Dri- Pod drying Fan
#08959
DRD451
Dri- Pod drying Fan
#08962
_
_ 5RD_451 _
Power Boss Atlas Street
Sweeper
_
13020447
Ctientw 95648 18REGENSER
ACORD. CERTIFICATE OF LIABILITY INSURANCE ° ,�
TM CERTIFICATE IS ISSUED AS A MATTER OF OIFORMATiON ONLY AND CONFERS NO 11GKrS LWON THE CERTIFICATE HOLDER. THIS
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WPORTANT: It 0» cutllkaea Ihoklsr Is an ADD MNAL INSURED. She pollcp(les) must haw ADDITIONAL INSURED provieisws or be endorsed.
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PRODUCER
Marsh Worttam
1600 West Seventh Street
Fort Worth, TX 761024006
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101 Saint Louk Avenue
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INDICATED. NOTWITHSTANDING ANY REOL1REMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUIENT WITH RESPECT TO WHICH THIS
CERTFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEF16N IS SUBJECT TO ALL THE TERIA-
F7CCIUSIONS AND CONDITIONS OF SUCH POLICES. Uk4TS SHONM MAY HAVE BEEN REDUCED BY PAID CLAMS.
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DESCMrMN OF OPEAATXM I LOCASKM I VI NCLES GWOM 1er, Ar1OYaid Rrmria Sahed.N6 MW be anadwd If auorr. apace is ftlWk d)
Named Insured Continued to read: DFW Facility Makdonance, Inc.
Comnurcial General Uab6ity Coverage Form - GA161TX 09/10
Additional Insured by Contrad - AA4171 11105
Blanket Waiver of Subrogation - Auto - AA4172 09M
Texas Waiver Of Our Right To Recover From Others Endorsement - WC420304B 06114
(See Attached Descriptions)
City of Southiake
1400 Main Street
Southhake, TX 76092
SHOULD ANY OF THE ABOVE DESCRIBED POLICES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE Wa1- BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS•
AUTHORZEO REPRESENTATIVE
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