Item 4EItem 4E
CITY OF
SOUTHLAKE
MEMORANDUM
(October 21, 2014)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Subject: Ratify expenditures of $165,937 in FY 2014, and authorize
expenditures not to exceed $180,000 in FY 2015, with Regent
Services (Southlake Leasing) for janitorial services in City
facilities.
Action
Requested: Ratify expenditures of $165,937 in FY 2014, and authorize
expenditures not to exceed $180,000 in FY 2015, with Regent
Services (Southlake Leasing) for janitorial services in City facilities.
Background
Information: The City's Facilities Services division is responsible for the
maintenance of all the buildings owned and operated by the City of
Southlake. This responsibility includes managing the janitorial
services contract for all City facilities to keep them clean and
orderly.
Regent Services (Southlake Leasing) has provided janitorial
services for all City facilities since FY 2011 through an inter -local
agreement with the City of Grapevine. Since these services exceed
$50,000 on an annual basis, City Council must authorize
expenditures for janitorial services every year.
In FY 2014, an item was not taken to City Council to authorize
expenditures exceeding $50,000 due to an oversight. Therefore,
staff requests that City Council ratify expenditures of $165,937 in
FY 2014. Regent Services' proposal for FY 2015 is in the amount of
$167,377. Regent Services is not increasing their rates; however,
since DPS North was inaugurated in December of 2013, the City
did not pay for a full year of janitorial service in this facility in FY
2014. The FY 2015 cost breakdown includes a full year of janitorial
services for DPS North.
In addition, staff is requesting authorization from City Council to
spend up to $180,000 with this vendor in the event that additional
cleaning services are required due to a special event or unforeseen
circumstance.
Page 1 of 3
Item 4E
Lastly, staff has been very pleased with the services provided by
Regent Services. They are very thorough and responsive to the
City's needs.
Financial
Considerations: Funding is budgeted in the annual Facilities Operating Budget.
Regent Services is not proposing a cost increase. The FY15 cost
breakdown, including a full year of janitorial service at DPS North,
is as follows:
uare R.
City Fadlity
Annual Cost
76,222
Town Hall
$ 55,245.72
86,000
DPS East
$ 59,856.00
21,573
DPSWest
$ 15,014.76
7,000
M unicipal Sarvice Center
$ 4,872.00
4,200
Sanior Center
$ 2,923.20
4,800
Parks Construction Trailer
$ 2,784.00
3,600
Nature Center
$ 2,505.60
2,154
Tennis Center
$ 10,740.00
Parking Garages (7 days/week)
$ 2,195.16
38,924
DPS North
$ 11,241.12
TOTAL
$ 167,377.56
`This is for janitorial service in the parking garage elevators. The sweeping of
the parking garages is covered under a separate contract.
Strategic Link: The maintenance of the City's building facilities links to the City's
strategy map relative to focus area of Infrastructure. The specific
corporate objective that is met by this approval is investing to
provide and maintain high quality public assets.
Citizen Input/
Board Review: N/A
Legal Review: N/A
Alternatives: The City Council may approve or deny this request.
Supporting
Documents: 1) Proposal from Regent Services.
2) Contract RFB 357-2011 Renewal Letter with the City of
Grapevine dated March 5, 2014.
Page 2 of 3
Item 4E
Staff
Recommendation:
Staff Contact:
Staff recommends that City Council
in FY 2014, and authorize expendii
FY 2015, with Regent Services
facilities. The renewed contract will
2014 through October 20, 2015.
ratify expenditures of $165,937
Tres not to exceed $180,000 in
for janitorial services in City
un for the period of October 21,
Robert H. Price, P.E., Public Works Director
Cristina McMurray, C.P.M, Business Manager— Public Works
Page 3 of 3
Renewal Notification
Regents Services
Attention: Chaney Russell
1307 8t' Avenue Ste. B-2
Fort Worth, Texas 76104
March 5, 2014
Re: CONTRACT RENEWAL LETTER
City of Grapevine Contract with Renewals: RFB 357-2011
Contract Title: Parks Janitorial Services
Renewal Options: Third of four, one year optional renewals
Renewal period: March 16, 2014 through March 15, 2016
Renewal Purchase Order: 20029 (Ail invoices must have this P.O. listed)
Dear Mr. Russell:
The City of Grapevine wishes to exercise the third renewal option for contract
RFB 357-2011 with Regents Services for Parks Janitorial Services based on your
renewal conformation under the same Terms and Conditions for the renewal
period. The above referenced contract with P.O. 19694 will expire on March 15,
2014.
Please sign this Contract Renewal letter and return to Lance Wright at
Iwright(a).grapevinetexas.- ov_ or fax 817-410-3066 within five business days of
this notification.
All invoices must reference the current Purchase Order 20029 for Parks Janitorial
Services.
Please return this renewal letter and a current Insurance Certificate if required for
your 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 contact me with any questions.
Sincerely,
Lance Wright
Purchasing Coordinator
Purchasing (817) 410-3336; Fax (817) 410-3066
Office Address: 501 Shady Brook Drive, Room ##108, Grapevine, Texas 76051
Page 1 of 2
ACCEPTANCE
Date:
Signed:
Printed name: Gnuf�
Attachment: Renewal Purchase Order
Purchasing (817) 410-3336; Fax (817) 410-3066
Office Address: 501 Shady Brook Drive, Room 4108, Grapevine, Texas 76051
Page 2 of 2
0
Janitorial Proposal
For
Kurt Ackermann
City of Southlake
1400 Main 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
1013114
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
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
Construction Trailer
4,800
$ 232.00
$ 2,784.00
Nature Center
3,600
$ 208.80
$ 2,505.60
Tennis Center
2,154
$ 895.00
$10,740.00
Parking Garage
7 days a week
$ 182.93
$ 2,195.16
DPS North
$ 936.76
$11,241.12
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
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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.
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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 Customerfor 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.
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.
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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:
I. That beginning June 6th , 2012 , 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 agreels 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
Construction Trailer
4,800
$ 232.00
$ 2,784.00
Nature Center
3,600
$ 208.80
$ 2,505.60
Tennis Center
2,154
$ 895.00
$10,740.00
Parking Garage
7 days a week
$ 182.93
$ 2,195.16
DPS North
$ 936.76
$11,241.12
Additions and/or deletions to cleanable square footage will be adjusted pro-rata.
M
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
0
-7-
Janitorial Specifications
For: City of Southlake
A. General Cleanina
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.
WE
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.
iZ
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.
14. 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
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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
111. 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
1.
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 Supervisorwho 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 Manager to 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 Southfake
140OMain 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
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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
13078 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
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