Item 4H - MemoItem 4H
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M E M O R A N D U M
(June 20, 2023)
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 final of four renewals.
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 2023
through February 2024.
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.
Item 4H
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For the past three fiscal years, the City has spent the following with
Regent Services for these services.
• FY 2020, $ 126,703
• FY 2021, $ 97,644
• FY 2022, $ 99,011
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 2023
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
Lauren LaNeave, Deputy Director of Public Works – Administration