Item 4J MemoItem 4J
ICITY OF
SOUTHLAKE
MEMORANDUM
(October 4, 2022)
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) forjanitorial 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 18, 2022, the City of Grapevine
renewed its contract RFB461-2018 forjanitorial services with Regent
Services (Southlake Leasing Management); this renewal is the fourth
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:
S . Ft.
City Facility
Annual Cost
76,222
Town Hall
$ 55,245.72
1 Day
Town Hall Porter Services —
Saturday
$ 5,923.44
58,702
DPS East
$ 40,825.44
12,903
DPS 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
DPS North
$ 11,241.12
23,367
The Mar — 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 2023 remains the same as FY 2022, as
there was no price increase for similar services.
Funding for janitorial services is provided in the FY 2023 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 27, 2022 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: CEDC reviewed and approved the portion of this agreement under
their oversight at the September 27, 2022 meeting.
Legal
Review: The agreement conforms to the previous ILA that has been
reviewed by the City Attorney.
Page 2 of 3
Item 4J
Alternatives: The City Council may approve or deny the purchase agreement.
Staff
Recommendation: Approve an annual purchase agreement with Regent Services
(Southlake Leasing) forjanitorial 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
Lauren LaNeave, Deputy Director of Public Works — Administration
Page 3 of 3
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-
V
Renewal Notification
Southlake Leasing Management DBA Regent Services
Attention: Chaney Russell
crussell@regentsvc.com
1307 8Eh Avenue Ste. B-2
Fort Worth, Texas 76104
May 18, 2022
Re: CONTRACT RENEWAL (LETTER
City of Grapevine Contract with Renewals: RFB 461-2018
Contract Title: Janitorial Services
Renewal Options. Final Renewal Option
Renewal Period: May 19, 202:2 through May 18, 2023
Renewal Purchase Order: P024062 (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
lwri.ght@qraDevinetexas.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,
Lance Wright
Purchasing Agent
ACCEPTANCE
Date:
Signed:
Printed name:
Attachment: Renewal Purchase Order
Purchasing (817) 410-3336; Fax (817) 410-3066
Office Address: 501 Shady Brook Drive, Room -9108, Grapevine, Texas 76051
Professional Janitorial Service Proposal
Prepared for:
r-r Y OF
SOUTH AKE
Request for Proposal: City of Southlake
Attn: Kurt Ackermann I Facilities Manager
600 State Street #2010
Southlake, Texas 76092
Submitted By:
ent
ervices
Chaney Russell
President
101 St. Louis Ave.
Fort Worth, Texas 76104
crussell regentsvc.com
Joshua Prescott
101 St. Louis Ave.
Fort Worth, Texas 76104
T: (682) 352-3992
I prescott(cD- req entsvc. com
September 27, 2022
Table of Contents
esgent
ervices
Section Description Page
Title Page
2 Table of Contents 2
3 Agreement & Pricing Summary 3-5
4 Appendix A: References & Similar Properties 6-9
5 Appendix B: Regent Services — Standard Janitorial Specifications 10-11
Summary of Charges
Subject: Janitorial Service: City of Southlake - "Pricing is based on City of Grapevine Contract
#RFB461-2018."
A.) Janitorial Services: Regent Services "Contractor" 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. Contractor agrees to furnish such
special services for a period of one (1) year, the dates yet to be agreed upon.
B.) Annual Increase: Should there be no changes to the Scope of Work, Contractor shall be entitled to an
annual fee increase of 3%. Any changes or extension of services beyond the initial term of the Statement
of Work will require an additional Statement of Work to be agreed upon by both parties and may
necessitate a change in compensation, including to account for changes in inflation and cost of living.
City of Southlake
1400 Main Street, Suite 420 Southlake, Texas 76092
Professional Janitorial Service - 5 x per week
Location
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
New Tennis Center
61169
$
2,590.98
$
31,091.76
SILTS Parking Garage (7x/week)
$
182.93
$
2,195.16
DPS North
15,613
$
936.76
$
11,241.12
Sub -Total:
$
13,581.18
$
162,974.16
Sales Tax (8.25%)
Tax Exempt
Total:
$
13,581.18
$
162,974.16
Pricing is based on City of Grapevine Contract #RFB461-2018.
*Consumables to be billed back to customer at cost.*
C.) Square Footage Adjustment Rate: Additions or Deletions to the Cleanable Square Footage will be at the
above rates. Customers must notify Contractor of any additions or deletions each month.
D.) Supplies: *Contractor will furnish and bill back at cost all consumable products inclusive of but not limited
to: toilet tissue, hand towels, seat covers, trash liners, hand soap, hand sanitizer, urinal mats & screens
and feminine products.
Service Schedule
Janitorial service operations described in this comprehensive program will be performed 5 days per week.
Holidays: Contractor will observe holidays observed by the customer. Contractor is prepared to adapt to this
work schedule to coincide with the needs and requests of the customer provided that such requests do not
alter the cost of operations.
New Year's Day Memorial Day Fourth of July
Labor Day Thanksgiving Day Christmas Day
Emergency and Special Labor Request Rates: Any additional labor requests made by customer will be billed
back:
Regular Hours — Monday — Friday (7:00am to 4:00pm): $21.50 per hour**
After Hours & Weekends — After 4:00pm M-F & Saturday — Sunday: $29.50 per hour**
**Rates above do not include applicable State Sales Tax
Invoicing
All invoicing will be itemized according to monthly work or for special tasks. Invoicing will be on the 1st of each
month. Payment policy is NET 30 days. Square Footage Adjustments and changes occurring after the billing
date are adjusted on the following month's invoice.
Provisions to Agreement
Contractor Shall:
1.) Provide all supervision, labor and equipment to ensure performance of services specified in the agreed
janitorial specifications
2.) Perform all work on scheduled, except when prevented by strike, Act of God, accidents or other
circumstances out of Contractors control.
3.) Provide personnel who have been determined to be honest, dependable and neat in their personal
appearance and in their work habits. Personnel will be provided with appropriate uniforms, if required.
4.) Be responsible for proper storage of cleaning equipment and supplies.
5.) Instruct cleaning personnel 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 furnishing items 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, its officers, agents or cleaning personnel.
8.) Key Exercise and Control provided. Staff will check in/out with security and badges and keys will be
returned to security at the end of the shift.
9.) Cause any or all of the cleaning personnel working in the 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.
10.) 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 or Tenants within.
b. Negative Results (Indicates No Guilt) — The Customer or Tenant within shall pay all costs of
tests and fees.
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 costs equally.
Customer Shall:
1.) Provide adequate assembly area for cleaning staff and provide storage facilities for the cleaning
equipment and supplies required to perform services.
2.) Provide trash receptacles.
3.) Provide trash disposal facilities and services.
4.) Provide necessary keys to cleaning personnel for entry, parking, doors and closets.
Agreement
This Agreement ("this Agreement") is made and entered into as of 20
by and between Southlake Leasing & Management, Inc dba Regent Services, with its principal place of
business located at 101 St. Louis Ave, Fort Worth, Texas 76104 and City of Southlake.
Direct Hire Fees and Payment Terms: Customer agrees to pay Contractor a Direct Hire placement fee
of 10% of the annualized base salary for the first year of employment with Customer for each Direct Hire
("Customer Fee"). Neither Customer, nor any of Customers affiliates shall hire or contract with, directly or
indirectly any personnel provided by Contractor to Customer for a period of one (1) year from date of
Contractor referral unless Customer pay Contractor the fees set forth in this Agreement. The Customer Fee
shall be considered earned upon the personnel's start date with Customer. Payment, plus any sales tax as
required by applicable state law, shall be due within 10 days for Direct Hire's start date with Customer.
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. It is agreed that this
Agreement shall have no term length but may be terminated by either party giving a Thirty (30) Day Notice to
the other. Such notice of termination must be made in writing and sent via "Certified Mail, Return Receipt
Requested" and that this Agreement contains all understandings and confirms all promises and stipulations.
IN WITNESS WHEREOF, the parties have executed this Agreement effective as of the date and year first
written above.
Southlake Leasing & Management, Inc. City of Southlake
dba Regent Services
By: By:
Name
Date
Name:
Date:
Title: Title:
APPENDIX A
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We would proudly display your logo here alongside our other Regent Services Business Partners. We are so grateful for the
partnership we have with each of the listed companies, and look forward to the opportunity of partnering with your organization.
Regent Services Reference Page
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CITY of ALLEN
City of Allen
Bobby Trevino
Facilities Manager
214-509-4631
btrevino(@cityofallen.org
648,613 SF
Customer since October 2010
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GRAPEVINE
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City of Grapevine
Chad Hester
Facilities Manager
chester(c)grapevinetexas.gov
310,349 SF
Customer since September 2010
�rorhall
Healthcare
Crothall Healthcare
Alan Williams
Facilities Manager
alan.williams(a)crothall.com
Customer since December 2013
SOUTHLAKE
City of Southlake
Kurt Ackerman
Facilities Manager
kurtackerman(a)ci.south lake.tx.us
110,043 SF
Customer since March 2011
Medical Center
Arlington
HCA Medical Center Arlington
Linda Williams
Facilities Manager
linda.wil liams@hcahealthcare.com
Hospital Staffing
Customer Since May 2014
F `MEDICAL CENTER
of LEWI S VI LLE
Medical Center of Lewisville
Chris Johnson
Facilities Manager
christopher.johnson3(@
hcahealthcare.com
Customer since January 2016
MSKESSON
McKesson/US Oncology
Karen Brierton
Property Manager
Karen. Brierton(a)-mckesson.com
585,000 SF
Customer since January 2010
/1�1 Texas Health
C`� Presbyterian Hospital'
DALLAS
THR Dallas Presbyterian
Ron Turner
Facilities Manager
ronturner(a_texashealth.org
Hospital Staffing
Customer Since July 2016
OMethodist
DALLAS MEDICAL CENTER
Methodist Dallas Medical Center
Tremonisha Rodas
Facilities Manager
tremonisharodas@mhd.com
Customer since October 2016
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Regent Services Reference Page
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ENERGY
Michael Cleveland
XTO Energy, Inc
Building Operations Manager
817-885-3472
michael cleveland(cDxtoenergy.com
702,903 SF
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PROPERTIES, LLC
Jim Neale
TCRG Properties
Property Manager
817-850-8880
jneale tcrg.com
421,952 SF
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Laura Hagan
Verador Property Management
Property Manager
817-877-3555
laura.hagan(a-)veradorpm.com
275,760 SF
TRADEMARK
PROPERTIES
Maranda Auzenne
Trademark Properties
Senior Facilities Manager
469-865-9267
MAuzenne(c-)trademarkproperty.com
Alliance Town Center
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Carma Bohannon
Holts Lunsford
Property Manager
817-338-1200
cbohannon(aD_hlfortworth.com
242,675 SF
l [ H I LLWOOD
A PEROT COMPANY"
Pattie McClean
Hillwood Properties
Senior Property Manager
817-224-6091
Pattie. mcclean(a)-hilWood. com
405,192 SF
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APPENDIX B
10
e�ent
ervices
DESCRIPTIONTASK
1
DAYS
2
PER WEEK
3 4
5
MONTHLY
DUSTING
Detailed, High & Low Areas
X
Standards, Spaces Within Normal Reach
X
Polish all Hardwood Surfaces Throughout Lobby &
Main Conference Room
X
SPOT CLEAN/WIPE OR DAMP WIPE now —
Walls, Light Switches, Door Handles
X
Entrance Glass
X
Doors/Frames
X
Common Area Glass/Lobby Glass Entrance
X
Flooring in Common Areas
X
Break Room & Coffee Bar Countertops
X
Common Drinking Fountains
X
SWEEP/DUST MOP
Sweep/Dust Mop Hard Surface Floors
X
DAMP MOP
Hard Surface Floors
X
VACUUM
Common Area Mats
X
Spot Vacuum
X
Detail Vacuum
X
REST ROOMS
Pick up any debris and sweep floor.
X
Disinfect all applicable hard surfaces.
X
Replenish & Stock Supplies
X
Clean Mirrors & Glass
X
Empty Trash & Feminine Hygiene Receptacles
X
Damp Mop/Disinfect Floors
X
High Dust Vents & Light Fixtures
X
Remove Stains & Descale Toilets & Urinals
X
Disinfect all Toilets/Urinals Inside & Out
X
TRASH & RECYCLE REMOVAL/REPLACE LINERS AS
NEEDED
Replace Trash & Recycle Liners - As Needed
X
11
Professional Janitorial Service Proposal
Prepared for:
I—[ Y OF
SOUTH AKE
Request for Proposal: City of Southlake
The MARQ — Legends Hall
285 Shady Oaks Drive
Southlake, Texas 76092
Submitted By:
ent
ervices
Chaney Russell
President
101 St. Louis Ave.
Fort Worth, Texas 76104
crussell regentsvc.com
Joshua Prescott
101 St. Louis Ave.
Fort Worth, Texas 76104
T: (682) 352-3992
IPrescottCo)regentsvc.com
September 27, 2022
Table of Contents
esgent
ervices
Section Description Page
Title Page
2 Table of Contents 2
3 Agreement & Pricing Summary 3-5
4 Appendix A: References & Similar Properties 6-9
5 Appendix B: Regent Services — Standard Janitorial Specifications 10-11
Summary of Charges
Subject: Janitorial Service: City of Southlake — The MARQ — Legends Hall - "Pricing is based on City of
Grapevine Contract #RFB461-2018."
A.) Janitorial Services: Regent Services "Contractor" 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. Contractor agrees to furnish such
special services for a period of one (1) year, the dates yet to be agreed upon.
B.) Annual Increase: Should there be no changes to the Scope of Work, Contractor shall be entitled to an
annual fee increase of 3%. Any changes or extension of services beyond the initial term of the Statement
of Work will require an additional Statement of Work to be agreed upon by both parties and may
necessitate a change in compensation, including to account for changes in inflation and cost of living.
City of Southlake - The AR• - Legends Hall
285 Shady Oaks Drive Southlake, Texas 76092
Professional Janitorial Service - Bid Summary
Total Cleanable SF
23,367
PPSF:
$0.11
Professional Janitorial Service - 7 x per week
Cost/Month
The MARQ - Legends Hall
Monthly Sub Total
$2,576.22
$2,576.22
Sales Tax (8.25%)
Tax Exempt
Total Monthly Contract Cost:
$2,576.22
*Consumables & Chemicals to be billed back to customer at cost.*
C.) Square Footage Adjustment Rate: Additions or Deletions to the Cleanable Square Footage will be at the
above rates. Customers must notify Contractor of any additions or deletions each month.
D.) Supplies: *Contractor will furnish and bill back at cost all consumable products inclusive of but not limited
to: toilet tissue, hand towels, seat covers, trash liners, hand soap, hand sanitizer, urinal mats & screens
and feminine products.
Service Schedule
Janitorial service operations described in this comprehensive program will be performed 7 days per week.
Holidays: Contractor will observe holidays observed by the customer. Contractor is prepared to adapt to this
work schedule to coincide with the needs and requests of the customer provided that such requests do not
alter the cost of operations.
New Year's Day
Labor Day
Memorial Day
Thanksgiving Day
Fourth of July
Christmas Day
Emergency and Special Labor Request Rates: Any additional labor requests made by customer will be billed
back:
Regular Hours — Monday — Friday (7:00am to 4:00pm): $21.50 per hour**
After Hours & Weekends — After 4:00pm M-F & Saturday — Sunday: $29.50 per hour**
**Rates above do not include applicable State Sales Tax
Invoicing
All invoicing will be itemized according to monthly work or for special tasks. Invoicing will be on the 1st of each
month. Payment policy is NET 30 days. Square Footage Adjustments and changes occurring after the billing
date are adjusted on the following month's invoice.
Provisions to Agreement
Contractor Shall:
1.) Provide all supervision, labor and equipment to ensure performance of services specified in the agreed
janitorial specifications
2.) Perform all work on scheduled, except when prevented by strike, Act of God, accidents or other
circumstances out of Contractors control.
3.) Provide personnel who have been determined to be honest, dependable and neat in their personal
appearance and in their work habits. Personnel will be provided with appropriate uniforms, if required.
4.) Be responsible for proper storage of cleaning equipment and supplies.
5.) Instruct cleaning personnel 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 furnishing items 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, its officers, agents or cleaning personnel.
8.) Key Exercise and Control provided. Staff will check in/out with security and badges and keys will be
returned to security at the end of the shift.
9.) Cause any or all of the cleaning personnel working in the 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.
10.) 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 or Tenants within.
b. Negative Results (Indicates No Guilt) — The Customer or Tenant within shall pay all costs of
tests and fees.
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 costs equally.
Customer Shall:
1.) Provide adequate assembly area for cleaning staff and provide storage facilities for the cleaning
equipment and supplies required to perform services.
2.) Provide trash receptacles.
3.) Provide trash disposal facilities and services.
4.) Provide necessary keys to cleaning personnel for entry, parking, doors and closets.
Agreement
This Agreement ("this Agreement") is made and entered into as of 20
by and between Southlake Leasing & Management, Inc dba Regent Services, with its principal place of
business located at 101 St. Louis Ave, Fort Worth, Texas 76104 and City of Southlake.
Direct Hire Fees and Payment Terms: Customer agrees to pay Contractor a Direct Hire placement fee
of 10% of the annualized base salary for the first year of employment with Customer for each Direct Hire
("Customer Fee"). Neither Customer, nor any of Customers affiliates shall hire or contract with, directly or
indirectly any personnel provided by Contractor to Customer for a period of one (1) year from date of
Contractor referral unless Customer pay Contractor the fees set forth in this Agreement. The Customer Fee
shall be considered earned upon the personnel's start date with Customer. Payment, plus any sales tax as
required by applicable state law, shall be due within 10 days for Direct Hire's start date with Customer.
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. It is agreed that this
Agreement shall have no term length but may be terminated by either party giving a Thirty (30) Day Notice to
the other. Such notice of termination must be made in writing and sent via "Certified Mail, Return Receipt
Requested" and that this Agreement contains all understandings and confirms all promises and stipulations.
IN WITNESS WHEREOF, the parties have executed this Agreement effective as of the date and year first
written above.
Southlake Leasing & Management, Inc. City of Southlake
dba Regent Services
By: By:
Name: Name:
Date: Date:
Title: Title:
APPENDIX A
aw :ililDI.
if1
BFUSFiLLD
SAFRAN
LINBECK Hines II[ HILWOOD
CBRE H ITAC H I CAE s"nuFr=e A PEROT COMPANY`
RLOCKHEED sranrr►r MLDICI
___ cMr.
••
nrvrLOPvrNr
C"kChildrenoper Nationstar" �PARTNFRS' MORTGAGE
LINCOLN ®
HOLT LUNSFORD Jtmr Healthcare
ACP
PROPERTY M M E R C +} Associates
COMPANYAMERICAN COLLEGE OF PHYSICIANS I-^ of Texas
Pediatric INTERNAL UEDICINR I PmwW (pr Ad.11? up, M''
Eye Specialists ........
....... American College of
........
Till 11 =,, 11 1::::: Emergency Physicians TEXA5-I�,'-ONCOLOGY
LINCOLN
V**HARRIS
Schlumberger
TG
ENERGY
An ExxonMobil Subsidiary
we l l towe r (AiriusxW
$ATEIIITE RADIO
PANALPINA%t3
I
rse. leas
Jwk
PIEDMONT
re's
1IIIII1h CUSHMANSe
O;;► WAKEFIELD(k
C,tcnLsry�9�
SOUTHLAKE
CITY OF ALLEN
CHAMPIONS lII I
oVf-lL;. LAt„
T E, X n S�
Wesco Aircrafto
MeARHENRY S. MILLER PF Ventura foods,ILC IT/
SOLIS
�' � Mur,�rogra�i
We would proudly display your logo here alongside our other Regent Services Business Partners. We are so grateful for the
partnership we have with each of the listed companies, and look forward to the opportunity of partnering with your organization.
Regent Services Reference Page
;7��
CITY of ALLEN
City of Allen
Bobby Trevino
Facilities Manager
214-509-4631
btrevino(@cityofallen.org
648,613 SF
Customer since October 2010
— e*�
GRAPEVINE
T E A S
b
City of Grapevine
Chad Hester
Facilities Manager
chester(c)grapevinetexas.gov
310,349 SF
Customer since September 2010
�rorhall
Healthcare
Crothall Healthcare
Alan Williams
Facilities Manager
alan.williams(a)crothall.com
Customer since December 2013
SOUTHLAKE
City of Southlake
Kurt Ackerman
Facilities Manager
kurtackerman(a)ci.south lake.tx.us
110,043 SF
Customer since March 2011
Medical Center
Arlington
HCA Medical Center Arlington
Linda Williams
Facilities Manager
linda.wil liams@hcahealthcare.com
Hospital Staffing
Customer Since May 2014
F `MEDICAL CENTER
of LEWI S VI LLE
Medical Center of Lewisville
Chris Johnson
Facilities Manager
christopher.johnson3(@
hcahealthcare.com
Customer since January 2016
MSKESSON
McKesson/US Oncology
Karen Brierton
Property Manager
Karen. Brierton(@-mckesson.com
585,000 SF
Customer since January 2010
/1�1 Texas Health
C`� Presbyterian Hospital'
DALLAS
THR Dallas Presbyterian
Ron Turner
Facilities Manager
ronturner(a_)texashealth.org
Hospital Staffing
Customer Since July 2016
OMethodist
DALLAS MEDICAL CENTER
Methodist Dallas Medical Center
Tremonisha Rodas
Facilities Manager
tremonisharodas@mhd.com
Customer since October 2016
N
Regent Services Reference Page
�TO
ENERGY
Michael Cleveland
XTO Energy, Inc
Building Operations Manager
817-885-3472
michael cleveland(cDxtoenergy.com
702,903 SF
�� TC RG
PROPERTIES, LLC
Jim Neale
TCRG Properties
Property Manager
817-850-8880
ineale tcrg.com
421,952 SF
W.
.W
EDOR
PPJDPE.RTY AU NAGEMEN T
Laura Hagan
Verador Property Management
Property Manager
817-877-3555
laura.hagan(a-)veradorpm.com
275,760 SF
TRADEMARK
PROPERTIES
Maranda Auzenne
Trademark Properties
Senior Facilities Manager
469-865-9267
MAuzenne(c-)trademarkproperty.com
Alliance Town Center
0� 0�
OPOM
00UM P
Carma Bohannon
Holts Lunsford
Property Manager
817-338-1200
cbohannon(aD_hlfortworth.com
242,675 SF
l [ H I LLWOOD
A PEROT COMPANY"
Pattie McClean
Hillwood Properties
Senior Property Manager
817-224-6091
Pattie. mcclean(a)-hilWood. com
405,192 SF
0
APPENDIX B
10
e�ent
ervices
DESCRIPTIONTASK
1
DAYS
2
PER WEEK
3 4
5
MONTHLY
DUSTING
Detailed, High & Low Areas
X
Standards, Spaces Within Normal Reach
X
Polish all Hardwood Surfaces Throughout Lobby &
Main Conference Room
X
SPOT CLEAN/WIPE OR DAMP WIPE IMF —
Walls, Light Switches, Door Handles
X
Entrance Glass
X
Doors/Frames
X
Common Area Glass/Lobby Glass Entrance
X
Flooring in Common Areas
X
Break Room & Coffee Bar Countertops
X
Common Drinking Fountains
X
SWEEP/DUST MOP
Sweep/Dust Mop Hard Surface Floors
X
DAMP MOP
Hard Surface Floors
X
VACUUM
Common Area Mats
X
Spot Vacuum
X
Detail Vacuum
X
REST ROOMS
Pick up any debris and sweep floor.
X
Disinfect all applicable hard surfaces.
X
Replenish & Stock Supplies
X
Clean Mirrors & Glass
X
Empty Trash & Feminine Hygiene Receptacles
X
Damp Mop/Disinfect Floors
X
High Dust Vents & Light Fixtures
X
Remove Stains & Descale Toilets & Urinals
X
Disinfect all Toilets/Urinals Inside & Out
X
TRASH & RECYCLE REMOVAL/REPLACE LINERS AS
NEEDED
Replace Trash & Recycle Liners - As Needed
X
11
Professional Janitorial Service Proposal
Prepared for:
I—[ Y OF
SOUTH AKE
Request for Proposal: City of Southlake
The MARQ — Champions Club
285 Shady Oaks Drive
Southlake, Texas 76092
Submitted By:
ent
ervices
Chaney Russell
President
101 St. Louis Ave.
Fort Worth, Texas 76104
crussell regentsvc.com
Joshua Prescott
101 St. Louis Ave.
Fort Worth, Texas 76104
T: (682) 352-3992
IPrescottCo)regentsvc.com
September 27, 2022
Table of Contents
esgent
ervices
Section Description Page
Title Page
2 Table of Contents 2
3 Agreement & Pricing Summary 3-5
4 Appendix A: References & Similar Properties 6-9
5 Appendix B: Regent Services — Standard Janitorial Specifications 10-11
Summary of Charges
Subject: Janitorial Service: City of Southlake — The MARQ — Champions Club - "Pricing is based on
City of Grapevine Contract #RFB461-2018."
A.) Janitorial Services: Regent Services "Contractor" 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. Contractor agrees to furnish such
special services for a period of one (1) year, the dates yet to be agreed upon.
B.) Annual Increase: Should there be no changes to the Scope of Work, Contractor shall be entitled to an
annual fee increase of 3%. Any changes or extension of services beyond the initial term of the Statement
of Work will require an additional Statement of Work to be agreed upon by both parties and may
necessitate a change in compensation, including to account for changes in inflation and cost of living.
City of . •Champions
285 Shady Oaks Drive Southlake, Texas 76092
Professional Janitorial Service - Bid Summary
Total Cleanable SF
75,500
PPSF:
$0.09
Professional Janitorial Service - 7 x per week
Cost/Month
The MARQ - Champions Club
Monthly Sub Total
$2,576.22
$2,576.22
Sales Tax (8.25%)
Tax Exempt
Total Monthly Contract Cost:
$2,576.22
*Consumables & Chemicals to be billed back to customer at cost.*
C.) Square Footage Adjustment Rate: Additions or Deletions to the Cleanable Square Footage will be at the
above rates. Customers must notify Contractor of any additions or deletions each month.
D.) Supplies: *Contractor will furnish and bill back at cost all consumable products inclusive of but not limited
to: toilet tissue, hand towels, seat covers, trash liners, hand soap, hand sanitizer, urinal mats & screens
and feminine products.
Service Schedule
Janitorial service operations described in this comprehensive program will be performed 7 days per week.
Holidays: Contractor will observe holidays observed by the customer. Contractor is prepared to adapt to this
work schedule to coincide with the needs and requests of the customer provided that such requests do not
alter the cost of operations.
New Year's Day
Labor Day
Memorial Day
Thanksgiving Day
Fourth of July
Christmas Day
Emergency and Special Labor Request Rates: Any additional labor requests made by customer will be billed
back:
Regular Hours — Monday — Friday (7:00am to 4:00pm): $21.50 per hour**
After Hours & Weekends — After 4:00pm M-F & Saturday — Sunday: $29.50 per hour**
**Rates above do not include applicable State Sales Tax
Invoicing
All invoicing will be itemized according to monthly work or for special tasks. Invoicing will be on the 1st of each
month. Payment policy is NET 30 days. Square Footage Adjustments and changes occurring after the billing
date are adjusted on the following month's invoice.
Provisions to Agreement
Contractor Shall:
1.) Provide all supervision, labor and equipment to ensure performance of services specified in the agreed
janitorial specifications
2.) Perform all work on scheduled, except when prevented by strike, Act of God, accidents or other
circumstances out of Contractors control.
3.) Provide personnel who have been determined to be honest, dependable and neat in their personal
appearance and in their work habits. Personnel will be provided with appropriate uniforms, if required.
4.) Be responsible for proper storage of cleaning equipment and supplies.
5.) Instruct cleaning personnel 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 furnishing items 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, its officers, agents or cleaning personnel.
8.) Key Exercise and Control provided. Staff will check in/out with security and badges and keys will be
returned to security at the end of the shift.
9.) Cause any or all of the cleaning personnel working in the 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.
10.) 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 or Tenants within.
b. Negative Results (Indicates No Guilt) — The Customer or Tenant within shall pay all costs of
tests and fees.
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 costs equally.
Customer Shall:
1.) Provide adequate assembly area for cleaning staff and provide storage facilities for the cleaning
equipment and supplies required to perform services.
2.) Provide trash receptacles.
3.) Provide trash disposal facilities and services.
4.) Provide necessary keys to cleaning personnel for entry, parking, doors and closets.
Agreement
This Agreement ("this Agreement") is made and entered into as of 20
by and between Southlake Leasing & Management, Inc dba Regent Services, with its principal place of
business located at 101 St. Louis Ave, Fort Worth, Texas 76104 and City of Southlake.
Direct Hire Fees and Payment Terms: Customer agrees to pay Contractor a Direct Hire placement fee
of 10% of the annualized base salary for the first year of employment with Customer for each Direct Hire
("Customer Fee"). Neither Customer, nor any of Customers affiliates shall hire or contract with, directly or
indirectly any personnel provided by Contractor to Customer for a period of one (1) year from date of
Contractor referral unless Customer pay Contractor the fees set forth in this Agreement. The Customer Fee
shall be considered earned upon the personnel's start date with Customer. Payment, plus any sales tax as
required by applicable state law, shall be due within 10 days for Direct Hire's start date with Customer.
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. It is agreed that this
Agreement shall have no term length but may be terminated by either party giving a Thirty (30) Day Notice to
the other. Such notice of termination must be made in writing and sent via "Certified Mail, Return Receipt
Requested" and that this Agreement contains all understandings and confirms all promises and stipulations.
IN WITNESS WHEREOF, the parties have executed this Agreement effective as of the date and year first
written above.
Southlake Leasing & Management, Inc. City of Southlake
dba Regent Services
By: By:
Name: Name:
Date: Date:
Title: Title:
APPENDIX A
aw :ililDI.
if1
BFUSFiLLD
SAFRAN
LINBECK Hines II[ HILWOOD
CBRE H ITAC H I CAE s"nuFr=e A PEROT COMPANY`
RLOCKHEED sranrr►r MLDICI
___ cMr.
••
nrvrLOPvrNr
C"kChildrenoper Nationstar" �PARTNFRS' MORTGAGE
LINCOLN ®
HOLT LUNSFORD Jtmr Healthcare
ACP
PROPERTY M M E R C +} Associates
COMPANYAMERICAN COLLEGE OF PHYSICIANS I-^ of Texas
Pediatric INTERNAL UEDICINR I PmwW (pr Ad.11? up, M''
Eye Specialists ........
....... American College of
........
Till 11 =,, 11 1::::: Emergency Physicians TEXA5-I�,'-ONCOLOGY
LINCOLN
V**HARRIS
Schlumberger
TG
ENERGY
An ExxonMobil Subsidiary
we l l towe r (AiriusxW
$ATEIIITE RADIO
PANALPINA%t3
I
rse. leas
Jwk
PIEDMONT
re's
1IIIII1h CUSHMANSe
O;;► WAKEFIELD(k
C,tcnLsry�9�
SOUTHLAKE
CITY OF ALLEN
CHAMPIONS lII I
oVf-lL;. LAt„
T E, X n S�
Wesco Aircrafto
MeARHENRY S. MILLER PF Ventura foods,ILC IT/
SOLIS
�' � Mur,�rogra�i
We would proudly display your logo here alongside our other Regent Services Business Partners. We are so grateful for the
partnership we have with each of the listed companies, and look forward to the opportunity of partnering with your organization.
Regent Services Reference Page
;7��
CITY of ALLEN
City of Allen
Bobby Trevino
Facilities Manager
214-509-4631
btrevino(@cityofallen.org
648,613 SF
Customer since October 2010
— e*�
GRAPEVINE
T E A S
b
City of Grapevine
Chad Hester
Facilities Manager
chester(c)grapevinetexas.gov
310,349 SF
Customer since September 2010
�rorhall
Healthcare
Crothall Healthcare
Alan Williams
Facilities Manager
alan.williams(a)crothall.com
Customer since December 2013
SOUTHLAKE
City of Southlake
Kurt Ackerman
Facilities Manager
kurtackerman(a)ci.south lake.tx.us
110,043 SF
Customer since March 2011
Medical Center
Arlington
HCA Medical Center Arlington
Linda Williams
Facilities Manager
linda.wil liams@hcahealthcare.com
Hospital Staffing
Customer Since May 2014
F `MEDICAL CENTER
of LEWI S VI LLE
Medical Center of Lewisville
Chris Johnson
Facilities Manager
christopher.johnson3(@
hcahealthcare.com
Customer since January 2016
MSKESSON
McKesson/US Oncology
Karen Brierton
Property Manager
Karen. Brierton(a)-mckesson.com
585,000 SF
Customer since January 2010
/1�1 Texas Health
C`� Presbyterian Hospital'
DALLAS
THR Dallas Presbyterian
Ron Turner
Facilities Manager
ronturner(a_texashealth.org
Hospital Staffing
Customer Since July 2016
OMethodist
DALLAS MEDICAL CENTER
Methodist Dallas Medical Center
Tremonisha Rodas
Facilities Manager
tremonisharodas@mhd.com
Customer since October 2016
N
Regent Services Reference Page
�TO
ENERGY
Michael Cleveland
XTO Energy, Inc
Building Operations Manager
817-885-3472
michael cleveland(cDxtoenergy.com
702,903 SF
�� TC RG
PROPERTIES, LLC
Jim Neale
TCRG Properties
Property Manager
817-850-8880
ineale tcrg.com
421,952 SF
W.
.W
EDOR
PPJDPE.RTY AU NAGEMEN T
Laura Hagan
Verador Property Management
Property Manager
817-877-3555
laura.hagan(a-)veradorpm.com
275,760 SF
TRADEMARK
PROPERTIES
Maranda Auzenne
Trademark Properties
Senior Facilities Manager
469-865-9267
MAuzenne(c-)trademarkproperty.com
Alliance Town Center
0� 0�
OPOM
00UM P
Carma Bohannon
Holts Lunsford
Property Manager
817-338-1200
cbohannon(aD_hlfortworth.com
242,675 SF
l [ H I LLWOOD
A PEROT COMPANY"
Pattie McClean
Hillwood Properties
Senior Property Manager
817-224-6091
Pattie. mcclean(a)-hilWood. com
405,192 SF
0
APPENDIX B
10
e�ent
ervices
DESCRIPTIONTASK
1
DAYS
2
PER WEEK
3 4
5
MONTHLY
DUSTING
Detailed, High & Low Areas
X
Standards, Spaces Within Normal Reach
X
Polish all Hardwood Surfaces Throughout Lobby &
Main Conference Room
X
SPOT CLEAN/WIPE OR DAMP WIPE IMF —
Walls, Light Switches, Door Handles
X
Entrance Glass
X
Doors/Frames
X
Common Area Glass/Lobby Glass Entrance
X
Flooring in Common Areas
X
Break Room & Coffee Bar Countertops
X
Common Drinking Fountains
X
SWEEP/DUST MOP
Sweep/Dust Mop Hard Surface Floors
X
DAMP MOP
Hard Surface Floors
X
VACUUM
Common Area Mats
X
Spot Vacuum
X
Detail Vacuum
X
REST ROOMS
Pick up any debris and sweep floor.
X
Disinfect all applicable hard surfaces.
X
Replenish & Stock Supplies
X
Clean Mirrors & Glass
X
Empty Trash & Feminine Hygiene Receptacles
X
Damp Mop/Disinfect Floors
X
High Dust Vents & Light Fixtures
X
Remove Stains & Descale Toilets & Urinals
X
Disinfect all Toilets/Urinals Inside & Out
X
TRASH & RECYCLE REMOVAL/REPLACE LINERS AS
NEEDED
Replace Trash & Recycle Liners - As Needed
X
11