Item 4BCITY OF
SOUTHLAKE
MEMORANDUM
(March 5, 2013)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Subject: Approve contract renewal with Regent Services (Southlake
Leasing) for janitorial services in the amount of $148,652
Action
Requested: Approve contract renewal with Regent Services (Southlake
Leasing) for janitorial services in the amount of $148,652
Background
Information: The City's Facility Services division is responsible for the
maintenance of all the buildings owned and operated by the City of
Southlake. A part of that responsibility is managing the janitorial
services contract for all city facilities. Regent Services has
provided these services since fiscal year 2011 through an interlocal
agreement with the City of Coppell. This year will be the second
renewal of that contract. They have offered to renew the contract
with no increase in the cost per square foot. The buildings serviced
under this contract are shown in the following table:
Sauare Ft.
Location
Annual
76222
Town Hall
$
55,245.72
86000
DPS East
$
59,856.00
21573
DPS West
$
15,014.76
7000
Public Works Operations
$
4,872.00
4200
Senior Center
$
2,923.20
4800
Community Center
$
3,340.80
3600
Nature Center
$
2,505.60
2154
Tennis Center (Mon - Thur)
$
2,699.16
NA
Parking Garages (7 days/week)
$
2,195.16
TOTAL
$
148,652.40
Staff has been pleased with the services provided by Regent
Services and believes it is in the best interest of the city to renew
the contract for services for another year. Other services provided
under the contract include day -porter services, window cleaning
and carpet and upholstery cleaning on an as -needed basis and are
not included in the base bid price.
Financial
Considerations: Funding for this contract is provided in the operating budget for
Facility Services in the amount of $161,400.
Strategic Link: The award of this service contract links to the city's strategy map
relative to the focus areas of Performance Management and
Service Delivery. The specific corporate objective that is met by
the agreement is: Improve performance of delivery and operational
processes.
Citizen Input/
Board Review: N/A
Legal Review: None
Alternatives: The City Council may approve or deny the award of this contract.
Supporting
Documents: Proposal from Regent Services
Staff
Recommendation: Approve contract renewal with Regent Services (Southlake
Leasing) for janitorial services in the amount of $148,652
Staff Contact: Robert H. Price, P.E., Public Works Director
Chuck Kendrick, Deputy Director of Public Works
0
Janitorial Proposal
For
Kurt Ackermann
City of Southlake
1400Main st
Southlake, TX 76092
Presented By:
Chaney Russell
Regent Services
1307 8t" Ave. — Suite B-2
Fort Worth, Texas 76104
817-424-5600
SUMMARY OF CHARGES
FOR: City of Southlake
A. JANITORIAL SERVICE
02/25/2013
Calculations are based on the Contractor providing all labor, supervision, management,
equipment, small tools and insurance required to perform the services and schedules outlined
herein. Expendable rest room supplies such as hand towels, toilet tissue, sanitary products,
hand soap and plastic trash bags will be provided by Regent.
The following monthly charges are based on current square footage cleaned five (5) times per
week.
Janitorial Service
Sg. Ft.
Monthly
Annual
Town Hall
76,222
$4,603.81
$55,245.72
DPS East
86,000
$4,988.00
$59,856.00
DPS West
21,573
$1,251.23
$15,014.76
Public Works
7,000
$406.00
$4,872.00
Seniors Center
4,200
$243.60
$2,923.20
Community Center
4,800
$278.40
$3,340.80
Nature Center
3,600
$208.80
$2,505.60
Tennis Center(Mon-Thur)
2,154
$224.93
$2,699.16
Parking Garage (includes:
7 days a week
$ 182.93
$ 2,195.16
stairwells, trash collection
and elevators)
B. SQUARE FOOTAGE ADJUSTMENT RATE:
Additions or deletions to the cleanable square footage will be adjusted at the above rates. The
building manager will notify the Contractor of all additions or deletions each month.
C. PAPER SUPPLY ESCALATION AND USAGE ADJUSTMENT
In the event paper supplies increase more than 5% of the agreed upon amount, Contractor will
inform the Customer and additional charges will be made on the monthly invoice.
Carpet cleaning will be charged as an extra service except where scheduled in the
specifications. Charges by types of cleaning are as follows:
1. Whittaker Method $.08 per sq. ft.
2. Hot Water Extraction $.10 per sq. ft.
3. Full Restoration $.14 per sq. ft.
D. EXTERIOR WINDOW CLEANING:
Not Included
-2-
SUMMARY OF CHARGES
Page 2
E. HOLIDAYS:
The Contractor normally observes the following holidays:
New Year's Day Memorial Day Fourth of July
Labor Day Thanksgiving Day Christmas Day
F. EMERGENCY AND SPECIAL LABOR REQUEST RATE:
Regular hours $14.75 per hour
After hours and weekends $19.75 per hour
G. INVOICING AND PAYMENT:
Invoices are issued on the first day of the current working month and are due by the 15th of the
current working month.
Square footage adjustments and changes occurring after the billing date are "adjusted" on the
following month's invoice.
-3-
PROVISIONS OF AGREEMENT
THE CONTRACTOR SHALL:
1. Provide all supervision, labor, equipment, cleaning materials, and administration to ensure
performance of services specified in the janitorial specifications.
2. Strive for maximum efficiency and productivity in order to provide quality service at the
lowest possible labor cost.
3. Provide cleaning staff who have been determined to be honest, dependable, and neat in
their personal appearance and in their work habits, and provide this cleaning staff with
appropriate uniforms, if required.
4. Be responsible for proper storage of cleaning equipment and supplies.
5. Instruct cleaning staff to abide by Customer's rules and regulations pertaining to safety and
security while on premises.
6. Exercise that degree of care in the performance of duties necessary to prevent damage to
any part of the building or the furnishings therein.
7. Provide public liability and property damage insurance in the amounts deemed sufficient by
the Customer, to furnish certificates evidencing such insurance, and to hold the Customer
harmless from and indemnified against loss, damage, cost or expense by reason of any
negligence arising from or caused by the negligence of the Contractor, it's officers, agents or
cleaning staff.
8. Cause any or all of the cleaning staff working in this facility to submit a polygraph
examination upon written request from the Customer for such examination. Such polygraph
examinations shall be conducted by a qualified polygraph examiner. The results of each
polygraph shall be shared by the Customer and the Contractor.
9. The cost of the polygraph examination shall be administered as follows:
a. Positive Results ( indicates guilt ) - The Contractor shall pay all costs, plus make
reasonable restitution to the Customer/Tenant.
b. Negative Results ( indicates no guilt) - The Customer and/or Tenant shall pay all
costs.
c. Inconclusive Results - The Customer may elect to have additional examinations
administered, in which case #1 and #2 would apply; or, the Customer and the Contractor
would negotiate an agreeable settlement or share cost equally.
10. Exercise and control security of keys provided by the Customer. Keys shall be secured in
accordance with the Customer's security regulations and shall not be removed from the
building.
-4-
PROVISIONS OF AGREEMENT
Page 2
THE CUSTOMER SHALL:
1. Provide adequate assembly area for cleaning staff and provide storage facilities for the
cleaning equipment and supplies required to perform the services.
2. Provide trash receptacles.
3. Provide trash disposal facilities.
4. Provide necessary keys for the cleaning staff.
- 5 -
AGREEMENT
STATE OF Texas
COUNTY OF Tarrant
This Agreement is entered into between Southlake Management and Leasing, 1307 8t"
Avenue- Ste B-2, Fort Worth, Texas 76104 City of Southlake 1400Main St, Southlake, TX
76092.
For, and in consideration of, the mutual promises and covenants contained herein and for other
good and valuable considerations, it is agreed as follows:
I. That beginning , 20 , Regent Services agrees to:
a. Provide services as defined in the Janitorial Specifications schedules.
b. Perform all work on schedule, except when prevented by strike, Act of God, accident
or other circumstances out of our control.
c. Furnish labor, supervision, materials and equipment necessary to satisfactorily fulfill
this Agreement except as listed in the supplementary schedules noted above.
II. City of Southlake agree/s to:
a. Pay for services rendered five (5) times per week at:
Janitorial Service
Sq. Ft.
Monthly
Annual
Town Hall
76,222
$4,603.81
$55,245.72
DPS East
86,000
$4,988.00
$59,856.00
DPS West
21,573
$1,251.23
$15,014.76
Public Works
7,000
$406.00
$4,872.00
Seniors Center
4,200
$243.60
$2,923.20
Community Center
4,800
$278.40
$3,340.80
Nature Center
3,600
$208.80
$2,505.60
Tennis Center(Mon-Thur)
2,154
$224.93
$2,699.16
Parking Garage (includes:
7 days a week
$ 182.93
$ 2,195.16
stairwells, trash collection
and elevators)
Additions and/or deletions to cleanable square footage will be adjusted
pro-rata.
WON
AGREEMENT
Page 2
II. (CONT'D. )
b. Be responsible for notifying Regent Services of any changes in occupancy of the
premises and/or additions or deletions in cleanable square footage. In the event of an
error in calculation of square footage is made, the Contractor will correspondingly make
billing adjustments on the next scheduled billing date. However, no billing adjustments
will be made for deleted square footage for more than 60 days retroactively from the
date of notification.
c. Not to hire, or enter into a janitorial service agreement with any Regent Services
employees, or third parties associated with Regent Services in the performance of the
services covered in this Agreement, for a minimum of one (1) year after the employees'
or third parties' termination from Regent Services employment, or for a minimum of one
(1) year after the cancellation and/or expiration of this Agreement, without the expressed
written consent of Regent Services
III. It is agreed that this Agreement shall have no term length, but may be terminated by either
party by giving a Thirty (30) Days Notice to the other; that such notice of termination must be
made in writing and sent "Certified Mail, Return Receipt Requested" ; and that this Agreement
contains all understandings and confirms all promises and stipulations.
In witness whereof, the parties hereto have set their hands this day
of , 20
Southlake Management and Leasing
dba /Regent Services City of Southlake
:
-7-
Janitorial Specifications
For: City of Southlake
A. General Cleaning
1. Hard Surface Floors - swept/dust mopped and wet mopped nightly.
2. Carpeted Floors - vacuumed nightly.
3. Trash Receptacles:
a. Receptacles emptied, liners replaces as needed; trash removed to collection
point.
b. Empty boxes and other articles of trash not in a designated trash container will
be removed only if such items are marked TRASH.
C. Items sitting on top or inside of a trash container will be discarded as trash.
4. Exterior Ash Trays - emptied and wiped clean nightly.
5. Desks, Workstations and Furniture Tops - dusted weekly without moving paper or
files.
6. Interior Glass Doors and Panels - spot cleaned nightly.
7. Drinking Fountains - cleaned and disinfected nightly.
8. Spilled Liquids - wiped up or spot mopped nightly.
9. Entrance Doors, Glass and Mats - glass spot cleaned nightly. Mats vacuumed
nightly.
10. Planters - policed to remove trash and debris as needed.
11. Break Areas - clean table tops, chair seats, counter tops, sinks and microwaves
nightly. Cabinet fronts cleaned as needed for spills. Appliance tops are to be kept
free of dust. Dish washing is not included but can be added for an additional
charge.
12. Janitorial Closets and Storage Areas -
a. Storage shelves cleaned and products stored in a neat and orderly fashion.
b. Mops cleaned and stored.
c. Sinks cleaned and drains free of mop strings and other debris.
d. Floors swept and mopped.
e. Equipment and tools clean and stored in a neat and orderly manner.
f. Lights turned off and doors closed and locked.
JANITORIAL SPECIFICATIONS
PAGE 2
B. REST ROOM SANITATION: (five nights each week)
1. Floors - dust mopped then mopped with disinfectant.
2. Toilets, Urinals and wash Basins - cleaned and disinfected.
3. Walls and Partitions - spot cleaned.
4. Mirrors and Bright Metal - cleaned and polished.
5. Sanitary Napkin Receptacles - emptied, cleaned and disinfected.
6. Rest Room Supplies ( towels, tissues, hand soap, etc.) - replenished in
dispenser.
C. FLOOR MAINTENANCE:
Buffing, scrubbing, stripping and/or refinishing of composition or ceramic tile, terrazzo, brick
pavers and other hard surface floors will be done for proper maintenance and best appearance
in accordance with the following frequencies:
1. Lobby Floor - detail cleaned and scrubbed one time per month.
2. Break Area Floor - detail cleaned and buffed monthly, scrubbed and recoated
every three months if necessary.
3. Copy/Mail Room - detail cleaned and buffed monthly.
4. Office Area Tile Floors - detail cleaned and buffed monthly.
5. Rest Room Floors - scrubbed, detail cleaned and rinsed quarterly.
D. CARPET CLEANING:
1. Spot clean common area hallway carpet as needed.
2. Carpet cleaning using a variety of methods can be done for an additional,
outlined in the summary of charges.
E. SPECIAL CLEANING:
1. Low Ledges, Window Sills, Book Cases, File Cabinets, Pictures and Partition
Tops - dusted weekly.
JANITORIAL SPECIFICATIONS
PAG E 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 -
Field Safety & Training Program
Regent Services maintains an active safety & training program which includes the following:
Initial training of new employees in the areas of:
A. Body Mechanics
B. Fire
C. Proper Storage of Equipment
Periodic training of current safety issues through the use of Betco Professional Cleaners
Training Program.
A. Causes of Injury
B. Preventing Injuries
C. Lifting Injuries
D. Electrical Hazards
E. Slip and Fall Hazards
F. Chemical Hazards
G. Avoiding Falls
H. Avoiding Cuts
III. OSHA RIGHT TO KNOW TRAINING
A.
What is OSHA?
B.
What is OSHA Right to Know?
C.
What is Hazardous?
D.
What OSHA Calls Hazardous
E.
Your Written "HazCom" Program
F.
"HazCom" Sample
G.
What is a MSDS?
H.
MSDS Review
I.
Labels
IV. OSHA BLOODBORNE PATHOGEN TRAINING
A.
What are Bloodborne Pathogens?
B.
Exposure to Bloodborne Pathogens
C.
Protecting Yourself
D.
HIV Symptoms
E.
HBV Symptoms
F.
About the OSHA Standard
G.
Who is Covered?
H.
Protecting Yourself Exposure Control Plan
1.
In Case of Exposure
-11-
Quality Control Program
Our Quality Control Program includes the following:
1. Initial training of personnel on the methods of performing each cleaning task in
a manner that ensures the highest level of quality.
2. Nightly supervision by a Project Supervisor who directs the cleaning crew
and checks on the quality of cleaning.
3. Regular visits nightly by a Field Manager to ensure the overall cleanliness of
all areas of the building.
4. Regular visits to the building by an Area Managerto ensure cleanliness and
to discuss any matters with management regarding the quality of work being
performed.
5. A Communication Logbook will be provided to your company's
management. The logbook may be used to notify us of your special
requirements, needed improvements, or problems to be addressed. The log
includes an area for our comments regarding action taken or follow-up required.
Regular use of the communication log not only provides written documentation of
your needs, it also results in greater control of the cleanliness of your building.
6. The Cleaning Crew is instructed to lock and secure all doors that have been
designated to be locked and turn off all lights other than the lights designated to
be left on. The Project Supervisor checks all exterior doors to ensure that all
doors have been properly locked before leaving the property.
7. All trash will be removed from the building and placed in a dumpster. This
means that no trash will be left in the common areas of the building.
8. All cleaning materials and equipment will be properly stored. This means that
no cleaning supplies or equipment will be left in common areas for tenant
or management to find the next day.
-12-
Staffing Summary
City of Southlake
1400Main st
The following is a summary of our staffing for night cleaning of square feet for your company.
Our production rate is 4,000 square foot per hour which results in a total of labor hours per
night.
Position Nightly Hours Weekly HoursMonthly Hours
Project Manager
Working Supervisor
General Cleaners
Trash Remover
Utility Person
Floor/Detail Person
Total
- 13 -
Regent Services
Client References
Caremark
Holt Lunsford
2105 Eagle Parkway
105 Decker Court
Ft. Worth, TX 76177
Irving, TX 75038
Sandy Claypool
Laura Hagan
972-619-8106
972-717-6551
375,000 sq. ft.
500,000 sq. ft.
Marc Group
Centra Assett Partners
7850 North Belt Line Rd
1612 Summit Ave.
Irving, TX 75063
Ft Worth, TX 76102
Bruce Jernigan
Rick Hopwood
972-506-3876
817-338-1800
150,000 sq. ft.
280,000 sq. ft.
Covenant Christian Academy
Supermedia
901 Cheek Sparger
5601 Executive Drive
Colleyville, TX 76034
Irving, TX
Ray DeBord
David Lamb
817-228-5846
214-316-1735
100,000 sq. ft.
141,089 sq. ft.
CAE Simuflite
City of Grapevine
2929 W. Airfield Dr.
501 Shady Oaks
DFW Airport, TX 75261
Grapevine Texas
Lee Baldwin
Chad Hester
214-542-3277
817-925-2875
484,000 sq. ft.
Stewart & Stevenson The City of Coppell
1631 Chalk Hill Rd 816 S. Coppell Rd.
Dallas, TX 75212 Coppell, TX 75019
Steve Hausler Sheri Moino, CFM
214-623-1566 972-462-5152
250,000 sq. ft. 195,000 sq. ft.
-14-
Regent Services
1307 8 th Avenue — Ste B-2 Fort Worth, Texas 76104
Company History and Philosophy
Regent Services began operations 30 years ago, in September of 1980, and has provided the
highest quality of services available throughout the Dallas/Fort Worth metroplex.
Today Regent Services is a major competitor in the janitorial services industry and employs a
staff of trained, responsible professionals. Regent Services currently provides services to a
broad spectrum of single -tenant and multi -tenant facilities and has experience in both
commercial and industrial applications.
Bryan D. Walsh, President has over 35 years of experience in the commercial janitorial
industry. Bryan's personal commitment to excellence is evidenced by his strong long term
business relationships and high customer retention.
Chaney Russell, Director of Operations, has 16 years experience in commercial janitorial
operations. Chaney is dedicated to providing quality cleaning, responsiveness to customer
requests, and achieving customer satisfaction.
Regent Services is built upon providing quality to our customers. Our growth can be attributed
to:
* Ensuring expected results - "A Clean building. "
* Utilization of the most modern technology.
* Highly trained supervisory personnel.
* Immediate and effective response to customer needs.
Regent Services places great emphasis on being unique among maintenance contractors by
continually striving to provide a consistently higher level of performance and an immediate
response to our customer's changing specifications. We work to achieve a sensible balance
between honesty, competence, quality and economy, with client satisfaction as our first and
foremost concern.
Telephone 817-424-5600 Facsimile 817-424-5625
- 15 -
Regent Services 1307 8`h Avenue, Suite B-2, Fort Worth, Texas 76104:
p:817-424-5600: f:817-424-5625: www.regentsvc.com
e_gent
ervices
April 6, 2011
To: City of Southlake
Regent Services is happy to offer the same services and pric
Southlake that we offer to the City of Coppell. We have r)
contract that we have with the City of Coppell, Please h
questions you may have.
Sincerely,
Chaney Russell
Director of Operations
��w
Pity of
i with a copy of the
to contact us with
Regent Services • 1307 8'h Avenue, Suite B-2 • Fort Worth, TX 76104 • ph 817.424.5600 • fax 817.424.5625
A
Janitorial Proposal
For
City of Southlake
1400Main st
Southlake, TX ►''00::1*1
10
Ok`
Pr= Je.)tec By:
KnaOy Russell
I i�
Regent Services
1307 8th Ave., Suite B-2
Fort Worth, Texas 76104
817-424-5600
SUMMARY OF CHARGES
FOR: City of Southlake
A. JANITORIAL SERVICE
02/14/2011
Calculations are based on the Contractor providing all labor, supervision, management,
equipment, small tools and insurance required to perform the services and schedules outlined
herein. Expendable rest room supplies such as hand towels, toilet tissue, sanitary products,
hand soap and plastic trash bags will be provided by the contractor.
The following monthly charges are based on current square footage cleaned five (5) times per
week.
Janitorial Service sq. Ft. Monthly Annual
Town Hall 76,222 $4,603.81 $55,245.72
DPS East 86,000 $4,988.00 $5£ g56.00
DPS West 211573 $1,261.23 $15.0 '4.76
Public Works 7,000 $406.00 o4,872.=J
Seniors Center 4,200 $243.60 "2,9% 3.20
Community Center 4,000 $232.00 $c,r84.00
Nature Center 3,600 $208.80 o2,505.60
Ball Field Restrooms 7 days a week $1,51; rg $18,186.00
Parking Garage 7 days a week $ 182.b' ` $ 2,196.19
(includes: stairwells,
trash collection and
elevators)
B. SQUARE FOOTAGE ADJUSTMEW RATE'
Additions or deletions to the cleana�,, s`. _ rootage will be adjusted at the above rates. The
building manager will notify thA Contras.',)r of all additions or deletions each month.
Carpet cleaning will be harp, �d as an extra service except where scheduled in the
specifications. Char,--; L,, type > of cleaning are as follows:
1. Whittaker Mf the ! $.08 per sq. fL
2. Hot Water E, ' action $.10 per sq. ft.
3. Full Restoration $.14 per sq. ft.
D. EXTERIOR WINDOW CLEANING:
Not Included
-2-
SUMMARY OF CHARGES
Page 2
E. HOLIDAYS:
The Contractor normally observes the following holidays:
New Year's Day Memorial Day Fourth of July
Labor Day Thanksgiving Day Christmas Day
F. EMERGENCY AND SPECIAL LABOR REQUEST RATE:
Regular hours $14.75 per hour
After hours and weekends $19.75 per hour
G. INVOICING AND PAYMENT:
Invoices are issued on the first day of the current working month and are o ie by the 15th of the
current working month.
l /1
Square footage adjustments and changes occurring aftw th billh .gate are "adjusted" on the
following month's invoice. '7�
H. PAPER SUPPLY ESCALATION AND USAGE A: `JUS -, iENT
In the event paper supplies increase mor, `har. 5% c 'the agreed upon amount, Contractor will
inform the Customer and additional ch, ges will , nade on the monthly invoice.
- 3 -
PROVISIONS OF AGREEMENT
THE CONTRACTOR SHALL:
1. Provide all supervision, labor, equipment, cleaning materials, and administration to ensure
performance of services specified in the janitorial specifications.
2. Strive for maximum efficiency and productivity in order to provide quality service at the
lowest possible labor cost.
3. Provide cleaning staff who have been determined to be honest, dependable, and neat in
their personal appearance and in their work habits, and provide this cleaning staff with
appropriate uniforms, if required.
4. Be responsible for proper storage of cleaning equipment and supplies,
5. Instruct cleaning staff to abide by Customer's rules and regulations r�rraining to safety and
security while on premises.
6. Exercise that degree of care in the performance of duties necessG v to revent damage to
any part of the building or the furnishings therein. 1i'116
7. Provide public liability and property damage insuran,. a in he a...,unts deemed sufficient by
the Customer, to furnish certificates evidencing such insa. nct,, and to hold the Customer
harmless from and indemnified against loss, damage, u, -,t o..:xpense by reason of any
negligence arising from or caused by the negligence -if the Contractor, it's officers, agents or
cleaning staff.
8. Cause any or all of the cleaning staf workinn ,, As facility to submit a polygraph
examination upon written request from . ie Cus )mer for such examination. Such polygraph
examinations shall be conducted b i qu,"' a polygraph examiner. The results of each
polygraph shall be shared by the Cust, mer and the Contractor.
9. The cost of the polygraph axa, -lination shall be administered as follows,
a. Positive RgSOS ( in ficates guilt ) - The Contractor shall pay all costs, plus make
reasonabl( res 'tui,. - ,i the Customer/Tenant.
- ■ 1
b. Negative RE =eats ( indicates no guilt) - The Customer and/or Tenant shall pay all
costs.
G. Inconclusive Results - The Customer may elect to have additional examinations
administered, in which case #1 and #2 would apply; or, the Customer and the Contractor
would negotiate an agreeable settlement or share cost equally.
10. Exercise and control security of keys provided by the Customer. Keys shall be secured in
accordance with the Customer's security regulations and shall not be removed from the
building.
-4-
PROVISIONS OF AGREEMENT
Page 2
THE CUSTOMER SHALL:
1. Provide adequate assembly area for cleaning staff and provide storage facilities for the
cleaning equipment and supplies required to perform the services.
2. Provide trash receptacles.
3. Provide trash disposal facilities.
4. Provide necessary keys for the cleaning staff.
-5-
AGREEMENT
STATE OF Texas
COUNTY OF Tarrant
This Agreement is entered into between Southlake Management and Leasing, 1307 8th Ave.,
Suite B-2, Fort Worth, Texas 76104 City of Southlake 1400Main st, Southlake, TX 76092.
For, and in consideration of, the mutual promises and covenants contained herein and for other
good and valuable considerations, it is agreed as follows:
I. That beginning 12011 , Regent Services agrees to:
a. Provide services as defined in the Janitorial Specifications schedules.
b. Perform all work on schedule, except when prevented by s',ma, h'{ :)f God, accident
or other circumstances out of our control.
c. Furnish labor, supervision, materials and equipmer't ,,e, as ,.pry to satisfactorily fulfill
this Agreement except as listed in the suppleme star) Sch6 '-.Ies noted above.
City. of Southlake agreels to:
a. Pay for services rendered five (5) tirr �r . eek at:
b.
Janitorial Service
Sq. Ft.
onthly
Annual
Town Hall*
76,222
$4,603.81
$55,245,72
DPS West
86,000
$4,988.00
$59,856.00
DPS East
21,573
$1,251.23
$16,014.76
Public Works
7,a 1
$406.00
$4,872.00
Seniors Center
4,100
$243.60
$2,923.20
Community Center
""100
$232.00
$2,784.00
Nature Center
3,6.'0
$208.80
$2,505.60
Ball Field Restrr am:, _ .ys a week**
$1,516.50
$18,186.00
Additions and/or deletions to cleanable square footage will be adjusted pro-rata.
-6-
AGREEMENT
Page 2
il. (CONT'D. )
b. Be responsible for notifying Regent Services of any changes in occupancy of the
premises and/or additions or deletions in cleanable square footage. In the event of an
error in calculation of square footage is made, the Contractor will correspondingly make
billing adjustments on the next scheduled billing date. However, no billing adjustments
will be made for deleted square footage for more than 60 days retroactively from the
date of notification.
c. Not to hire, or enter into a janitorial service agreement with any Regent Services
employees, or third parties associated with Regent Services in the performance of the
services covered in this Agreement, for a minimum of one (1) year after the employees'
or third parties' termination from Regent Services employment, or for a minimum of one
(1) year after the cancellation and/or expiration of this Agreemer.` without the expressed
written consent of Regent Services
III. It is agreed that this Agreement shall have no term length, r.jt r, w ae terminated by either
party by giving a Thirty (30) Days Notice to the other; that su ,h nr !cF of termination must be
made in writing and sent "Certified Mail, Return Receipt'�, 3q. esteu ; and that this Agreement
contains all understandings and confirms all promises ana-tipL'ations.
In witness whereof, the parties hereto have sett it • rods ihis 36 day
of 20.
Soulhlake Management and t_easil
dba Regent Se ices
By:
City of Southlake
ByC1lw3L-4:?
-7-
Janitorial Specifications
For: City of Southlake
A. General Cleaning
1. Hard Surface Floors - swept/dust mopped and wet mopped nightly.
2. Carpeted Floors - vacuumed nightly.
3. Trash Receptacles:
a. Receptacles emptied, liners replaces as needed; trash removed to collection
point.
b. Empty boxes and other articles of trash not in a designated trash container will
be removed pUf 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 u,gei.',1 wi ,iout moving paper or
files.
6. Interior Glass Doors and Panels - spot cl.. -,ie.' nigV
7. Drinking Fountains - cleaned and dish rec, ,,d r,,ghtly.
8. Spilled Liquids - wiped up or spc mo, oej nightly.
9. Entrance Doors, Glass c- id Mat; - glass spot cleaned nightly. Mats vacuumed
nightly.
10. Planters - policQd to ren. eve trash and debris as needed.
11. Break Arp^-- - clea, table tops, chair seats, counter tops, sinks and microwaves
nightly. { :abir,, f fronts cleaned as needed for spills. Appliance tops are to be kept
free du +. DiE i washing is not included but can be added for an additional
ch,, rge.
12. Janitod, 'closets and Storage Areas -
a. Storage shelves cleaned and products stored in a neat and orderly fashion.
b. Mops cleaned and stored.
c. Sinks cleaned and drains free of mop strings and other debris,
d. Floors swept and mopped.
e. Equipment and tools clean and stored in a neat and orderly manner.
f. Lights turned off and doors closed and locked.
-8-
I
JANITORIAL SPECIFICATIONS
PAG E 2
B. REST ROOM SANITATION: (five nights each week)
1. Floors - dust mopped then mopped with disinfectant.
2. Toilets, Urinals and wash Basins - cleaned and disinfected.
3. Walls and Partitions - spot cleaned.
4. Mirrors and Bright Metal - cleaned and polished.
5. Sanitary Napkin Receptacles - emptied, cleaned and disinfected.
6. Rest Room Supplies ( towels, tissues, hand soap, etc. } - - plenished in
dispenser.
C. FLOOR MAINTENANCE: � C-11
Buffing, scrubbing, stripping and/or refinishing of compositic or, er,, mic tile, terrazzo, brick
pavers and other hard surface floors will be done for pr. -ar ainttwance and best appearance
in accordance with the following frequencies:
1. Lobby Floor - detail cleaned and s(,ruL.,ed one time per month.
2. Break Area Floor - detail ,;aaneL qnd )uffed monthly, scrubbed and recoated
every three months if n, cessar.
3. Copy/Mail Room - d A cle.-.ad and buffed monthly.
4. Office Area Tilt ,-Ioors - detail cleaned and buffed monthly.
5. Rest Ro m Fi. )rs - scrubbed, detail cleaned and rinsed quarterly.
D. CARPET '.LE ftil ..
1. Spot cl( .o 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 remo, a smuL:;,as and hand
prints weekly.
8. Lobby Glass Doors - washed inside/out weekl-
9. Carpet Under Desks, Edges, Corners, Etc. - lett," vacuumed twice monthly.
10. High Ledges, Tops of Doors, and Win,1w Fi ames - dusted monthly.
11. Coffee Bars and Break Rr Ta. les ,id Chairs - legs and bases cleaned
monthly.
12, Ceiling Corners - cle .,ed to .--.,cove cobwebs monthly.
13. Fire Extinguish Cabinets - dusted inside and out; glass cleaned monthly, if
unlocked. ' IT
14. BasP"^ai is - d► sted monthly.
15. Ceiling' 'en'S 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
- 1 0 -
Field Safety & Training Program
Regent Services maintains an active safety & training program which includes the following:
Initial training of new employees in the areas of:
A. Body Mechanics
B. Fire
C. Proper Storage of Equipment
it. Periodic training of current safety issues through the use of Betco Professional Cleaners
Training Program.
A. Causes of Injury
B. Preventing Injuries
C. Lifting Injuries
D. Electrical Hazards
E. Slip and Fall Hazards
F. Chemical Hazards
G. Avoiding Falls
H. Avoiding Cuts
lll. OSHA RIGHT TO KNOW TRAINING
A. What is OSHA?
B. What is OSHA Right to Know?
C. What is Hazardous?
D. What OSHA Calls Hazar,'.4us
E. Your Written "HazCom" 'rograr,
F. "HazCom" Sample
G. What is a MSDS?
H. MSDS Review
I. Labels
IV. OSHA BLOOD[ ORk" PATHOGEN TRAINING
A.
WhP` -•e .'iood orne Pathogens?
B.
Exl osu, ? to Z:iodborne Pathogens
C.
Protecti ig `'ourself
D.
HIV Syr .coms
E.
HBV Symptoms
F.
About the OSHA Standard
G.
Who is Covered?
H.
Protecting Yourself Exposure Control Plan
I.
In Case of Exposure
Quality Control Program
Our Quality Control Program includes the following;
1. Initial training of personnel on the methods of performing each cleaning task in
a manner that ensures the highest level of quality.
2. Nightly supervision by a Project Supervisorwho directs the cleaning crew
and checks on the quality of cleaning.
3. Regular visits nightly by a Field Manager to ensure tht )verall cleanliness of
all areas of the building.
Iq
4. Regular visits to the building by an Area Mana;_-tc, -.Ire cleanliness and
to discuss any matters with management regard[ ig'ne juality of work being
rf d
pe orme . ..
5. A Communication Logbook will be to your company's
management. The logbook may be, - tsea ',) notify us of your special
requirements, needed improveme-;- o, nroblems to be addressed, The log
includes an area for our commer■�s rec irding action taken or follow-up required.
Regular use of the comet anicatioi.' not only provides written documentation of
your needs, it also result in gr% er control of the cleanliness of your building.
6. The Cleaning Cr( +h insted to lock and secure all doors that have been
designated to L , locked i-- ,,d turn off all lights other than the lights designated to
be left on. The ai.'ect Supervisor checks all exterior doors to ensure that all
doors ha, , A yen prL,,erly locked before leaving the property,
7. !,, t, is ilk )e removed from the building and placed in a dumpster. This
me, ns 1 iatntrash will be left in the common areas of the building.
8. All cl aning materials and equipment will be properly stored. This means that
no cleaning supplies or equipment will be left in common areas for tenant
or management to find the next day.
- i2-
Staffing Summary
City of Southiake
1400Main st
The following is a summary of our staffing for night cleaning of square feet for your company.
Our production rate is 4,000 square foot per hour which results in a total of labor hours per
night.
Position Ni htl Hours Weekly HoursMonthly Hours
Project Manager
Working Supervisor
General Cleaners
Trash Remover
Utility Person
Floor/Detail Person
Total 14
-13-
Regent Services
Client References
Caremark Huff Partners
2105 Eagle Parkway 301 E. Commerce
Ft. Worth, TX 76177 Ft. Worth, TX 75006
Sandy Claypool Misten Milligan
972-619-8106 817-877-4455
375,000 sq. ft. 295,000 sq. ft.
Marc Group Centra Assett Partners
7850 North Belt Line Rd 1612 Summit Ave.
Irving, TX 75063 Ft Worth, TX 76102
Bruce Jernigan Jack Joi s
972-506-3876 817-3"-- 1 z. "10
150,000 sq. ft. 280,{ 00 s4 ft.
Covenant Christian Academy
Ve 12.on Wireless
901 Cheek Sparger
5, W4. Dove Rd.
Colleyville, TX 76034
Southlake, TX 76092
Ray DeBord
Jan Foehser
817-228-5846
682-831-3701
100,000 sq_ ft.
150,000 sq. ft.
CAE Simuflite
Mannatech
2929 W. Airfield C .
600 S Royal Lane
DFW Airport, TX 7L "151
Coppell, TX 75019
Tom Boyd
Lee Smith
972-456 R277
972-471-8130
484,000 el, ft.
150,000 sq. ft.
Si a0u''• Stevenson
The City of Coppell
Ch: ,k Hill Rd
816 S. Coppell Rd.
C allas, i X 75212
Coppell, TX 75019
E ;e, : Hausler
Sheri Moino, CFM
2 .4-623-1566
972-462-5152
250,000 sq. ft.
195,00 sq. ft.
-14-
Regent Services
1307 8th Ave., Suite B-2
Fort Worth, Texas 76104
Company History and Philosophy
Regent Services began operations 30 years ago, in September of 1980, and has provided the
highest quality of services available throughout the Dallas/Fort Worth metroplex.
Today Regent Services is a major competitor in the janitorial services industry and employs a
staff of trained, responsible professionals. Regent Services currently p, ,:ides services to a
broad spectrum of single -tenant and multi -tenant facilities and has exr-rie. ^.e in both
commercial and industrial applications.
Bryan D. Walsh, President has over 35 years of experience in' ie ,(, ~Imercial janitorial
industry. Bryan's personal commitment to excellence is evi*+ mce 1 b, his strong long term
business relationships and high customer retention.
Chaney Russell, Director of Operations, has 16 yepr s exi, -Arience in commercial janitorial
operations. Chaney is dedicated to providing qua';'v Craning, responsiveness to customer
requests, and achieving customer satisfaction.
Regent Services is built upon providin i quality to our customers. Our growth can be attributed
to: 1� \
* Ensuring exprcted rest."s - "A Clean building. "
* Utilization of t �L most modern technology.
* Highly tr-'-Rd sup, rvisory personnel.
* Immedi ite a, I effective response to customer needs.
Regent Services )lac is grc at emphasis on being unique among maintenance contractors by
continually striving to I ro%'Ae a consistently higher level of performance and an immediate
response to our custoi sr's changing specifications. We work to achieve a sensible balance
between honesty, competence, quality and economy, with client satisfaction as our first and
foremost concern.
Telephone 817-424-5600 Facsimile 817-424-5625
ME
ORIGINAL DOCUMENT
CI F SOUTHLAKE
Council Action Y 1 Drd.lR o.
Date Approved
0
Janitorial Proposal
For
Kurt Ackermann
City of Southlake
1400Main st
Southlake, TX 760
PrE ;ent 3d By:
{ 'h Aney Russell
Regent Services
1307 81h Ave. — Suite B-2
Fort Worth, Texas 76104
817-424-5600
SUMMARY OF CHARGES
FOR: City of Southlake
A. JANITORIAL. SERVICE
03113/2012
Calculations are based on the Contractor providing all labor, supervision, management,
equipment, small tools and insurance required to perform the services and schedules outlined
herein. Expendable rest room supplies such as hand towels, toilet tissue, sanitary products,
hand soap and plastic trash bags will be provided by
The following monthly charges are based on current square footage c',aneh :`.e (5) times per
week.
Janitorial Service
Town Hall
DPS East
DPS West
Public Works
Seniors Center
Community Center
Nature Center
Tennis Center(Mon-Thur)
Parking Garage
(includes: stairwells,
trash collection and
elevators) _
B. SQUARE FOOTAGE AL
Sq. Ft.
Mon I � V '
P nnual
76,222
$4,603.."- 1k
$55,245.72
86,000
$4,98R Ob
$59,866.00
21,673
$1,,, ,1.k"
$15,014.76
7,000
14t.".00
$4,872.00
4,200
$2 `3.60
$2,923.20
4,800
10,Z.40
$3,340.80
3,600
$208.80
$2,506.60
2,164
$224.93
$2,699.16
7 dav, a week
$ 182.93
$ 2,195.16
'USTN,cNT RATE:
Additions or deletir is t th, ^'.;anable square footage will be adjusted at the above rates. The
building manager will n Ptifi, the Contractor of all additions or deletions each month.
C. PAPER SUPPLY ESCALATION AND USAGE ADJUSTMENT
In the event paper supplies increase more than 5% of the agreed upon amount, Contractor will
inform the Customer and additional charges will be made on the monthly invoice.
Carpet cleaning will be charged as an extra service except where scheduled in the
specifications. Charges by types of cleaning are as follows:
1. Whittaker Method $.08 per sq. ft.
2. Hot Water Extraction $.10 per sq. ft.
3. Full Restoration $14 per sq. ft.
D. EXTERIOR WINDOW CLEANING:
Not Included
1r00
SUMMARY OF CHARGES
Page 2
E. HOLIDAYS:
The Contractor normally observes the following holidays:
New Year's Day Memorial Day Fourth of July
Labor Day Thanksgiving Day Christmas Day
F. EMERGENCY AND SPECIAL LABOR REQUEST RA,
Regular hours $14.75 per hour
After hours and weekends $19.75 per hoer
G. INVOICING AND PAYMENT: ,
Invoices are issued on the first day of the c, -per` vrorking month and are due by the 15th of the
current working month.
Square footage adjustments a � char jr, occurring after the billing date are "adjusted" on the
following month's invoice. `
-3-
PROVISIONS OF AGREEMENT
THE CONTRACTOR SHALL:
1, Provide all supervision, labor, equipment, cleaning materials, and administration to ensure
performance of services specified in the janitorial specifications.
2. Strive for maximum efficiency and productivity in order to provide quality service at the
lowest possible labor cost.
3. Provide cleaning staff who have been determined to be honest, dependable, and neat in
their personal appearance and in their work habits, and provide this cleaning staff with
appropriate uniforms, if required.
4. Be responsible for proper storage of cleaning equipment and supplies
5. Instruct cleaning staff to abide by Customer's rules and regulations jertaii.°-g to safety and
security while on premises.
6. Exercise that degree of care in the performance of duties n ,CeF iar/ to prevent damage to
any part of the building or the furnishings therein. N 14W
7. Provide public liability and property damage insurar ce i, the amounts deemed sufficient by
the Customer, to furnish certificates evidencing surl, in. trance, and to hold the Customer
harmless from and indemnified against loss, dam ige, , os( or expense by reason of any
negligence arising from or caused by the r agligen, r' the Contractor, it's officers, agents or
cleaning staff.
8. Cause any or all of the cleaninr ,, ff working in this facility to submit a polygraph
examination upon written request 'rorr the Customer for such examination. Such polygraph
examinations shall be conduce A by a jr.Afied polygraph examiner. The results of each
polygraph shall be shared by .ne `:ust mer and the Contractor.
9. The cost of the polvg. aph 6 arnination shall be administered as follows:
a. Positive �es Its ! indicates guilt ) - The Contractor shall pay all costs, plus make
reasonable rest) � .,on to the Customer/Tenant.
b. Negative Results ( indicates no guilt) - The Customer and/or Tenant shall pay all
costs.
c. Inconclusive Results - The Customer may elect to have additional examinations
administered, in which case #1 and #2 would apply; or, the Customer and the Contractor
would negotiate an agreeable settlement or share cost equally.
10. Exercise and control security of keys provided by the Customer. Keys shall be secured in
accordance with the Customer's security regulations and shall not be removed from the
building.
-4-
PROVISIONS OF AGREEMENT
Page 2
THE CUSTOMER SHALL:
1. Provide adequate assembly area for cleaning staff and provide storage facilities for the
cleaning equipment and supplies required to perform the services.
2. Provide trash receptacles.
3. Provide trash disposal facilities.
4. Provide necessary keys for the cleaning staff.
-5-
AGREEMENT
STATE OF Texas
COUNTY OF Tarrant
This Agreement is entered into between Southlake Management and Leasing, 1307 8th
Avenue- Ste B-2, Fort Worth, Texas 76104 City of Southlake 1400Main St, Southlake, TX
76092.
For, and in consideration of, the mutual promises and covenants contained herein and for other
good and valuable considerations, it is agreed as follows:
That beginning June 6th 2012 , Regent Sera,. �s agrees to:
a. Provide services as defined in the Janitorial Specificationq s. hedi ,les.
b. Perform all work on schedule, except when prevent( d 0, str,ke, Act of God, accident
or other circumstances out of our control.
c. Furnish labor, supervision, materials and ec, ipm, nt necessary to satisfactorily fulfill
this Agreement except as listed in the suppl--et.`gry schedules noted above.
II. City of Southlake agreels to:
a. Pay for services rendered five (5, `imp
. per week at:
Janitorial Service
aq._rC.
Monthly
Annual
Town Hall
76,2:2
$4,603.81
$66,245.72
DPS East
8 . 000
$4,988.00
$59,856.00
❑PS West
I l,63
$1,261.23
$15,014.76
Public Works
"000
$406.00
$4,872.00
Seniors Center
4, V0
$243.60
$2,923.20
Community Cent !r
",d00
$278.40
$3,340.80
Nature Center
3,600
$208.80
$2,505.60
Tennis Center(Mon-T .,r)
2,154
$224.93
$2,699.16
Parking Garage
7 days a week
$ 182.93
$ 2,195.16
(includes: stairwells,
trash collection and
elevators)
Additions and/or deletions to cleanable square footage will be adjusted
pro -rats,
-6-
AGREEMENT
Page 2
ll. (CONT'D. )
b. Be responsible for notifying Regent Services of any changes in occupancy of the
premises and/or additions or deletions in cleanable square footage. In the event of an
error in calculation of square footage is made, the Contractor will correspondingly make
billing adjustments on the next scheduled billing date. However, no billing adjustments
will be made for deleted square footage for more than 60 days retroactively from the
date of notification.
c. Not to hire, or enter into a janitorial service agreement with any Regent Services
employees, or third parties associated with Regent Services in the performance of the
services covered in this Agreement, for a minimum of one (1) ye<^r after the employees'
or third parties' termination from Regent Services employment, or. a minimum of one
(1) year after the cancellation and/or expiration of this Agreem" i,1 i, wiles Lit the expressed
written consent of Regent Services
III, It is agreed that this Agreement shall have no term le, ry'. ut , be terminated by either
party by giving a Thirty (30) Days Notice to the other; that s. ih , )tice of termination must be
made in writing and sent "Certified Mail, Return Receir, k, 7uLoted" ; and that this Agreement
contains all understandings and confirms all promises , id stipulations.
In witness whereof, the parties hereto havr th, it h, ,ids this 11kh day
of A V% l , ; 0 1-L
Southlake Management and Liasing
dba
By:
V City of Southlake
By:
Ai I'LST:
U, D
Alicia Richardson, TRMC
Cif Secretary
APPROVED AS TO FORM AND LEGALIiTY-
CITY ATTORNEY
-7-