Item 4D - Attachment ACITY OF
SOUTHLAKE
91
December 27, 2023
Southlake Leasing& Management, Inc. dba Regent Services
101 St. Louis Ave.
Fort Worth, Texas 76104
Attn: Thomas McDaniel
Subject: Award Notification for Southlake Town Square Street Sweeping, Parking Garage Services, Power Washing, and
Porter Services RFP231OB200KA230020
Dear Mr. McDaniel:
The City of Southlake is pleased to inform you that Southlake Leasing& Management, Inc. dba Regent Services of Fort Worth,
Texas is the awarded vendor for Southlake Town Square Street Sweeping, Parking Garage Services, Power Washing, and
Porter Services RFP2310B200KA230020. 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
The terms and conditions proposed and accepted in this agreement are as follows:
Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded items exclusively during the term of the contract from the successful
vendors.
Method of Payment: Shall be made by City procurement card or purchase order
Delivery Terms: FOB Destination
Delivery Locations: Vendor Delivery or City employee pick-up.
Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is
eligible for up to four (4) one (1) year annual renewals.
City Contact: Kurt Ackermann 817-748-8102
Send all billing to: City of Southlake
accountspayable@ci.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, CPPO, CPPB
Purchasing Manager
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifkaAci.southlake.tx.us Attest:
Amy Shelley, TRMC
Contract and Award Accepted: City Secretary
Signed: Date: Approved as to Form and Legality:
Mayor John Huffman
City of Southlake City Attorney
Southlake Leasing & Management Inc, dba Regent Services RFP230020 Bid Tabulation
ResponsesPrimary
Success: All data is validl
Nurnerl. Text
Status Bitl/No Bitl # Quantity per Each ventlor Notes or Atltlitional Total Cost
Decision Requiretl Information
Daily Services
Success: All values provided
Bid #1-1 Manual Sweeping/Blowing for Southlake Town
Square per Scope of Services
Manual Sweeping/Blowing for Southlake Town
Success: All values provided
Bid #1-2 Square East and West Parking Garages per
Scope of Services
Success: All values
Bid #13 Manual Sweeping/Blowing for DPS Headquarters
provided
Parking Garage per Scope of Services
Success: All
Bid #14 Empty Estimated 136 Trash Cans per Scope of
values provided
Services
Weekly Services
Success: All values provided Bid #2-1 Power Sweep and Vacuum Southlake Town
Square per Scope of Services
Power Sweep and Vacuum Southlake Town
Success: All values provided Bid #2-2 Square East and West Parking Garages per
Scope of Services
Success: All values provided Bid #2-3 Power Sweep and Vacuum DIPS Headquarters
Parking Garage per Scope of Services
1 $ 90.00 1 Per Service: x 365 Days $ 90.00
1 $ 40.00 1 Per Service: x 365 Days 1 $ 40.00
1 $ 15.00 Per Service: x 365 Days $ 15.00
1 $ 60.00 Per Service: x 365 Days $ 60.00
1 $ 210.00 Per Service: x 52 Weeks $ 210.00
1 1 $ 255.00 1 Per Service: x 52 Weeks 1 $ 255.00
1 $ 95.00 1 Per Service: x 52 Weeks 1 $ 95.00
Bi-Monthly Services
Power Wash Southlake Town Square East and
Success: All values provided Bid
#3-1 West Parking Garage Stairwells per Scope of
Services
Power Wash Southlake Town Square North and
Success: All values provided Bid
#3-2 South Town Hall Entry Stairways and Landings
per Scope of Services
Annual Events
Power Wash Southlake Town Hall Building North
JMJJBid
#4-1 and South Entry Stairways and Landings per
Scope of Services
Power Wash Southlake Town Hall Perimeter
Success: All values provided Bid
#4-2 Sidewalks Edge -to -Edge Including Handicap
Ramps and Landings per Scope of Services
Optional As -Requested Services Per Square Foot
Power Wash Southlake Town Square East and
West Parking Garages and DIPS Headquarters
Success: All values provided Bid
#5-1
Parking Garage Edge -to -Edge Including all
Parking Spaces and Ramps per Scope of
Services
Power Wash Southlake Town Hall Perimeter
Success: All values provided Bid #5-2 Sidewalks Edge -to -Edge Including Handicap
Ramps and Landing per Scope of Services
Power Wash Streets and Sidewalks Edge -to -
Success: All values provided Bid 1 #5-3 Edge Including Handicap Ramps and Landings
As Requested per Scope of Services
1 $ 425.00 Per Service: z 24 Occurrences $ 425.00
1 $ 140.00 Per Service: z 24 Occurrences $140.00
1 $ 95.00 Per Occurrence $ 95.00
1 $ 0.20 Per Square Foot $ 0.20
1 1 $ 0.04 1 Per Square Foot 1 $ 0.04
1 5 0.20 Per Square Foot $ 0.20
1 $ 0.20 Per Square Foot $ 0.20
Additional Vendor Fees Not Listed
Not Bidding I No Bid #6-1 Available Additional Vendor Items or Fees Not
Specifically Listed
Not Bidding No Bid #6-2 Available Additional Vendor Items or Fees Not
Specifically Listed
Not Bidding No Bid #s-s Available Additional Vendor Items or Fees Not
Specifically Listed
Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal)
X_Appendix B (pages _10_ through _19_) must be included in the proposal submittal.
X_Appendix C Conflict of Interest Form (page _19_) must be included in the proposal submittal.
X_Form 1295 Certificate of Interested Party must be included in the proposal submittal. See Page 2.
X_HB 89, SB 252, SB 13, and SB 19 Acknowledgment. See Page _16_.
REP Number:
RFP231OB200KA230020
Southlake Town Square Street Sweeping, Parking
Project Title:
Garage Services, Power Washing and Porter Services
Submittal
3:00 P.M. (CST)' Friday November 17, 2023
Deadline:
Submit Electronically* to: https:Hsouthlake.bonfirehub.com/login
* Requires email account login and password.
Proposer Information:
Proposer's Legal Name:
Southlake Leasing & Management, Inc d/b/a Regent Services
Address:
101 St. Louis Ave.
City, State & Zip
Fort Worth, Texas 76104
Federal Employers
Identification Number #
20-5975326
Phone Number:
817-984-17461
Fax Number:
817-984-1297
E-Mail Address:
crussell@regentsvc.com
Proposer Authorization
I, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract
on behalf of the Proposer.
Printed Name and Position of Authorized Representative: Thomas McDaniel, Senior Director
Signature of Authorized Representative: n
Signed this 17 (day) of November (month), 2023 (year)
City of Southlake - RFP231OB200KA230020 - Page 10 of 20
Appendix B — Proposal (continued)
I. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE
CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE
CITY, PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION:
1. Proposed Products and/or Services
A. Product or Service Description: Proposers should utilize this section to describe the technical
aspects, capabilities, features and options of the product and/or service proposed in accordance with
the required Scope of Services as identified in Appendix A. Promotional literature, brochures, or
other technical information may be used.
B. Additional Hardware Descriptions: Proposers should also include in this section a detailed
description of what additional hardware and/or software, if any, would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Proposer with the Proposal submitted.
D. Project Schedule/Delivery Date: Proposer must provide a project schedule noting all projected
completion dates for segments of the Project, from start-up to completion, and all delivery dates for
goods covered by the RFP. The Proposal must show the number of days required to deliver and
install the product or equipment after the receipt of the City's Purchase Order.
2. Cost of Proposed Products and/or Services
A. Pricing: Pricing shall reflect the full 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:
For this procurement the schedule of pricing is not available in hardcopy. You may access it via the
online portal (hllps:Hsouthlake.bonfirehub.com/login). To submit your schedule of pricing, please
download the Bid Table and fill it in accordingly per the sample below.
T..... ....... ,......
For instructions on how to complete Bid Tables, please refer to this article on Bonfire's Support
Website. Please note: even if you do not have additional responses, you must download and re -
upload the blank document. This is to confirm that you do not require any additional costs. If you
have any additional items, please fill out the Additional Responses template accordingly.
3. Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective for twelve months from date of award. The
City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion
of the City. The following clauses shall be included in the contract:
City of Southlake - RFP231OB200KA230020 - Page 11 of 20
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 funding is unavailable or if the contractor's past performance is not within the
industry standard.
B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful
contractor may submit documentation requesting permission to increase pricing no later than 30 days
after receiving notice from the City of its intent to extend the agreement. Escalation may only occur
at the time of renewal and only upon securing the approval of the City in writing. Requests for price
adjustments must be solely for the purpose of accommodating an increase in the contractor's cost,
not profits.
Vendors shall show in this quote their anticipated percent of escalation if/when the option to extend
is exercised. The percent quoted will be a maximum. In addition, the percentage proposed will be
a factor in determining the best value to the City. It is the average price over the period of the
contract that will be the price factor considered in the evaluation of this quote. Quotes in which
negative or no escalation is shown will be considered as 0% escalation.
C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates
charged by the Contractor to reflect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall be four percent (4%) per year.
The City shall have authority, in its reasonable discretion, to determine the validity of any change in
Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.
First Additional Year Escalation Percentage ............................................. 0 %
Second Additional Year Escalation Percentage ............................................. 3 %
Third Additional Year Escalation Percentage ................................................. 0
Fourth Additional Year Escalation Percentage ......................................... 3 %
4. Proposer's Experience / Staff
A. Project Team: Identify all members of the Proposer's team (including both team members and
management) who will be providing any services proposed and include information which details
their experience.
B. Removal or Replacement of Staff. If an assigned staff person must be removed or replaced for any
reason, the replacement person must be approved by City prior to joining the project.
C. Business Establishment: State the number of years the Proposer's business has been established and
operating. If Proposer's business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals, if different than present, must be provided;
State the number of years' experience the business has: _39 ; and the number of
employees: 128
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.
City of Southlake - RFP231OB200KA230020 - Page 12 of 20
5. References
Proposer shall provide four (4) references where Proposer has performed similar to or the same types of
services as described herein.
Reference #1:
Client / Company Name: City of Grapevine
Contact Name:
Contact Title:
Chad Hester
Facility Service Manager
Phone: g 17-410-3367
Email: chester@grapevinetexas.gov
Date and Scope of Work Provided:
October 2010 - Current
Janitorial, Pressure Washing, Building Maintenance Services
Reference 42:
Client / Company Name: City of Allen
Contact Name:
Contact Title:
Kevin Benedict
Assistant Director of Parks and Recreation
Phone: 214-509-4717
Email: kyle.benedict@cityofallen.org
Date and Scope of Work Provided:
March 2016 - Current
Janitorial, Pressure Washing, Building Maintenance Services
Reference #3:
Client / Company Name: Hillwood Properties
Contact Name:
Contact Title:
Pattie McClean
Senior Property Manager
Phone: 817-224-6091
Email: pattie.mcclean@hillwood.com
Date and Scope of Work Provided:
November 2016 - Current
Janitorial, Pressure Washing, Building Maintenance Services
Reference #4:
Client / Company Name: City of Southlake
Contact Name:
Contact Title:
Kurt Ackermann
Facilities Manager
Phone: 817-748-8102
Email: kackermann@ci.southlake.tx.us
Date and Scope of Work Provided:
March 2011 - Current
Janitorial, Pressure Washing, Building Maintenance Services
City of Southlake - RFP2310B200KA230020 - Page 13 of 20
6.
7.
8.
Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential Information: This proposal _ (does) V (does not) contain trade
secrets and/or confidential information. If applicable, describe such trade secrets and confidential
information, and the basis for your assertion that such material qualifies for legal protection from
disclosure.
Federal, State and/or Local Identification Information
A. Centralized Master Bidders List registration number: 20-5975326
B. Prime contractor HUB / MWBE registration number: N/A
C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number: # - -
Emergency Business Services Contact Notice
During a natural disaster, or homeland security event, there may be a need for the City of Southlake to
access your business for products or services after normal business hours and/or holidays. The City may
request City employee pick up or vendor delivery of product or services.
For this purpose, a primary and secondary emergency contact name and phone number are required. It
is critical the vendor's emergency contact information remains current. City shall be contacted by E-
mail with any change to a contact name or phone number of these emergency contacts. Updates may be
emailed to vendorsnci.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 & Management, Inc. d/b/a Regent Services
Contract #: RFP231OB200KA230020
Description: Southlake Town Square Street Sweeping, Parking Garage Services, Power Washing and Porter Services
Primary Contact (Name): Chaney Russell
Primary Contact Phone Numbers: Home: 817-984-1761
Secondary Contact (Name): Thomas McDaniel
Secondary Contact Phone Numbers: Home: 817-984-1761
After Hours emergency opening fee, if applicable: $
N/A
Cell: 817-789-0425
Cell: 817-201-5213
City of Southlake - RFP2310B200KA230020 - Page 14 of 20
9. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFP from the successful Proposer. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity's debts. Each
governmental entity will place their own orders with the successful Proposer and be responsible for
ensuring full compliance with the RFP specifications. Prior to other governmental entities placing orders,
the City will notify the successful Proposer of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement
with the City.
[A Yes, Others can purchase [ ] No, Only the City can purchase
II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS
RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER
HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A
PROPOSAL:
1. Delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City, payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Products and Services: All products furnished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Proposal, to
the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope
of Services, and all services performed shall be warranted to be of a good and workmanlike quality,
in addition to, and not in lieu of, any other express written warranties provided.
C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such costs within ten days of invoice.
D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and
accepts the goods and the installation of such goods, has tested the system, and determined that it is
in good and acceptable working order.
2. Miscellaneous
A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have
no employer -employee relationship with City. Proposer agrees that if Proposer is selected and
awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA)
payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation
Insurance payments, or any other insurance payments, nor will City furnish any medical or
retirement benefits or any paid vacation or sick leave.
B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another
without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner
of liability in the event of default by the assignee.
City of Southlake - RFP231OB200KA230020 - Page 15 of 20
C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods, and services which may be provided to the City by Proposer or
Proposer's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence
of freedom from liens shall be delivered to the City.
D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise,
were offered or given by the successful Proposer, or its agent or representative, to any City officer,
employee or elected representative, with respect to this RFP or any contract with the City, and that
if any such bribe is found to have been made this shall be grounds for voiding of the contract
E. Financial Participation: Proposer certifies that it has not received compensation from the City to
participate in preparing the specifications or RFP on which the Proposal is based and acknowledges
that this contract may be terminated and/or payment withheld if this certification is inaccurate.
F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
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.
H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and Proposer
will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and
regulations.
I. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time while
providing products or services to the City of Southlake.
N/] Yes, we agree [ ] No, we do not agree [ ] N/A
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.
[A] Yes, we agree [ ] No, we do not agree
K. Compliance with SB 13: Proposer agrees per SB 13 vendor does not boycott energy companies as
those terms are defined in the Texas Government Code § 809.001, and will not boycott energy
companies during the term of any contract with the City of Southlake.
[A] Yes, we agree [ ] No, we do not agree
L. Compliance with SB 19: Proposer agrees per SB 19 vendor does not have a practice, policy,
guidance, or directive that discriminates against a firearm entity or firearm trade association as those
terms are defined in the Texas Government Code § 2274.001, and that vendor will not so
discriminate during the term of any contract with the City of Southlake.
[A Yes, we agree [ ] No, we do not agree
3. Financial Responsibility Provisions
A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and shall
require any of its subcontractors to carry, and list the City of Southlake, its officers, and employees
as an additional insured, at least the following insurance in such form, with such companies, and in
such amounts (unless otherwise specified) as City may require:
i. Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the State
of Texas;
City of Southlake - RFP231OB200KA230020 - Page 16 of 20
ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad
Form Property Damage, Personal Injury, Completed Operations/Products Liability,
Premises Liability, Medical Payments, Interest of Employees as additional insureds, and
Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
($1,000,000) Combined Single Limit Bodily Injury and Property Damage.
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 100% of the total contract amount insuring full,
faithful, and prompt performance of the responsibilities contained in this contract within the
time parameters provided herein.
City of Southlake - RFP2310B200KA230020 - Page 17 of 20