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Item 4C Award contract for citywide landscape services to O’Donnell’s Landscape Services, Inc. Item 4C Honorable Mayor and members of the City Council, this is Item 4C which is a contract with O’Donnell’s Landscape Services, Inc. for citywide landscape services. 1 Approve contract with O’Donnell’s Landscape Services, Inc. for citywide landscape services in an amount not to exceed $1,006,400 in 2016. Requested Action With this item, staff is seeking City Council approval of a contract with O’Donnell’s Landscape Services, Inc. for citywide landscape services in an amount not to exceed $1,006,400 for 2016 2 Background City utilizes contracts for landscape services Services include: Mowing, edging & trimming Trash pick-up Fertilization, aeration, weed/pest control Turf, ground cover, shrub & tree maintenance Seasonal color and bed mulch Irrigation services Landscape enhancements & maintenance The City contracts landscape services for many areas in town owned and maintained by the City. These areas are placed and bid in “groups” based on the geographic area or type of maintenance required. Contracted landscape services include: Mowing, edging & trimming Trash pick-up Fertilization, aeration, weed and pest control Turf, ground cover, shrub & tree maintenance Seasonal color and bed mulch Irrigation services Landscape enhancements & routine maintenance 3 Background Previous landscape services contract awarded to O’Donnell’s Landscape in March 2011 Contract was renewed all 4 years Current contract extension expires January 31, 2016 O’Donnell’s Landscape currently sole contractor In March 2011, the City awarded a landscape services contract to O’Donnell’s Landscape Services, Inc. for Groups 2, 3, 4, 6 & 7 as the primary contractor, and Groups 1 and 5 as the alternate (back-up) contractor. The contract contained provisions for four, one-year renewals. The City elected to renew the contract with O’Donnell’s in 2012, 2013, 2014 and 2015. The current contract extension with O’Donnell’s will expire January 31, 2016.   Over the course of the 5 year contract, O’Donnell’s also took over as the primary landscape contractor for Groups 1 and 5 making them the sole landscape contract services provider for the City, except for North Park which was added after the original bid process and maintained by a separate contractor. 4 Request for proposals released December 2015 Five companies responded O’Donnell’s Landscape recommended contractor based on: ability to provide requested services low bid price past experience with City Contract terms: Feb. 3, 2016 – Dec. 31, 2016 Background On December 7, 2015, the City released a Request for Proposals for citywide landscape services and received five (5) responses from the following contractors: Dyna Mist Irrigation Co.; Infinity Lawn and Landscape, LLC; O’Donnell’s Landscape Services, Inc.; American Landscape Systems, Inc. and Lone Star Landscapes. After a formal review process, O’Donnell’s Landscape Services, Inc. was selected as the recommended contractor based on their ability to provide the services requested, overall low bid price and past experience with the City.   If approved, the contract with O’Donnell’s Landscape will be in effect from February 3, 2016 - December 31, 2016. In the next few slides, I will go over the services provided within each of the 7 landscape groups. 5 Landscape Services - Group 1 Town Square parks, tree wells and streetscapes Town Hall DPS Headquarters Central Park Bicentennial Park The Marq Southlake Tennis Center Sections of medians & ROWs on Carroll Ave., State St. and FM 1709 Group 1 landscape services include mowing, edging, trimming, fertilization, trash pick-up and maintenance of trees, turf, shrubs, ground cover, etc. for all Town Square Parks and streetscapes, Central Park, Town Hall, DPS Headquarters, Town Square tree wells, FM 1709 right-of-way from Carroll Avenue to 1600 E. FM 1709, the Carroll Avenue median and right-of-way from FM 1709 to SH 114, State Street right-of-way from Federal Way to SH 114, Bicentennial Park, Bicentennial Playground, Tennis Center and The Marq Southlake. 6 Landscape Services – Groups 2, 3, 5 & 6 City Parks DPS North DPS West Public Works Facility Senior Center Bob Jones Nature Center & Preserve Trails Medians Roundabouts Right-of-Ways Lift & Pump Stations Groups 2, 3, 5, and 6 landscape services include mowing, edging, trimming, fertilization, trash pick-up and maintenance of trees, turf, shrubs, ground cover, etc. of City parks, facilities, right-of-ways, roundabouts, portals and medians. Areas contained within these groups include all City parks and right-of-ways not listed in Group 1, DPS West, DPS North, Public Works Facility, Senior Center, McPherson Branch Channel, Bob Jones Nature Center & Preserve, trails, lift stations, pump stations, City roundabouts and medians as detailed in the packet memo. 7 Landscape Services - Group 4 Brush Hog Mowing & Trash Pick-up: Royal & Annie Smith Park Southlake Sports Complex Bob Jones Nature Center & Preserve Senior Center Public Works Facility Bob Jones Park Pump Stations Other City-owned property Group 4 landscape services include brush hog mowing and trash pick-up services in the large open space areas at Royal & Annie Smith Park, Southlake Sports Complex, Bob Jones Nature Center & Preserve, Senior Center, Public Works Facility, Bob Jones Park, pump stations and other City-owned properties. 8 Landscape Services - Group 7 Additional Services include: landscape bed enhancements seasonal color pruning mulch rye grass chemical application irrigation repairs & audits Group 7 landscape services include additional services the City could require throughout the year. These services are based on an hourly rate or per service fee and include landscape bed enhancements, seasonal color, pruning, mulch, rye grass, chemical application and irrigation repairs and audits. 9 O’Donnell’s was low bidder with price of $2,760,806 over the 5 year period and estimated first year (2016) cost of $546,682 Group 1: $171,342 Group 2: $151,424 Group 3: $104,604 Group 4: $ 32,100 Group 5: $ 6,500 Group 6: $ 80,712 Total: $546,682 Note: Total bid price includes escalations for 2018 (.50%) and 2019 (1.50%). Financial Considerations O’Donnell’s Landscape was the overall low bidder for contract landscape services with a bid price of $2,760,806 over the 5 year period and an estimated first year cost of $546,682 for routine maintenance and landscape services.   Group 1: $171,342 Group 2: $151,424 Group 3: $104,604 Group 4: $ 32,100 Group 5: $ 6,500 Group 6: $ 80,712 Total: $546,682 10 Additional services included in Group 7 could require an additional $400,000 Maximum routine maintenance, landscape services and additional services for FY 2016 could total $946,682 Routine Maintenance (Groups 1-6): $546,682 Additional Services (Group 7): $400,000 Total: $946,682 City does not anticipate requiring all cycles and additional services Financial Considerations In addition to the routine maintenance and landscape services outlined in Groups 1-6 the City also utilizes contracts for the additional services included in Group 7. Based on previous year’s needs, it is anticipated the City could require up to an additional $400,000 in additional landscape services. If the City requested every maintenance cycle (52 cycles or 1 per week) and all of the additional services included in O’Donnell’s bid, the maximum annual amount spent for landscape contract services in 2016 would be $946,682. However, it is unlikely the City would require every maintenance cycle and all additional services due to reduced activity during inclement weather and dormant seasons. 11 FY 2016 Contract Landscape Services Funding General Fund $264,400 SPDC Fund $557,000 CEDC Fund $ 15,000 Total $836,400 Financial Considerations Funding for landscape contract services in the amount of $836,400, as shown on the screen, was approved in the FY 2016 Budget   General Fund: $264,400 SPDC Fund: $557,000 CEDC Fund (The Marq): $ 15,000 Total: $836,400   In consideration of the City’s total funding for landscape contract services in the amount of $836,400, staff will work with the contractor to ensure routine maintenance and additional services do not exceed that amount in 2016. 12 FY 2016 Landscape Enhancement Projects Funding SPDC Rose Replacement $ 50,000 Citywide Beautification $ 35,000 Town Square Enhancements $ 85,000 Total $170,000 Financial Considerations In FY 2016, funds were also allocated for the following park enhancement projects:   SPDC Rose Replacement $ 50,000 Citywide Beautification $ 35,000 Town Square Enhancements $ 85,000 Total: $170,000   13 Total FY16 Citywide Landscape Services Funding Contract Landscape Services $ 836,400 Landscape Enhancement Projects $ 170,000 Total $1,006,400 Not to exceed value of $1,006,400 being requested for citywide landscape services in 2016 Financial Considerations Funding in the amount of $1,006,400 was approved for FY 2016 for contract landscape services ($836,400) and landscape enhancement projects ($170,000).   Staff is requesting a not to exceed value of $1,006,400 for citywide landscape services to allow for flexibility in the use of contract services versus in-house maintenance. This will allow staff the ability to select the best value for completing routine maintenance and enhanced landscape services. 14 City of Southlake Strategy Map Critical Business Outcomes CBO1 - Continue to implement Southlake 2030 Plan by focusing on short-term initiatives. CBO2 - Become an employer of choice by developing a plan to recruit, develop and retain employees committed to excellence. CBO3 - Develop long-term strategies to address future financial uncertainties and challenges. CBO4 - Improve mobility by proactively completing traffic analysis of key areas. CBO5 -Optimize resources through collaboration and partnerships to reduce costs and add service value. The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing efficiency, fiscal responsibility, transparency, and sustainability. Deliver on Our Focus Areas Performance Management & Service Delivery C1 Achieve the highest standards of safety & security C2 Provide travel convenience within City & region C3 Provide attractive & unique spaces for enjoyment of personal interests C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment C5 Promote opportunities for partnerships & volunteer involvement Serve our Customers Manage the Business B1 Achieve best-in-class status in all City disciplines B2 Collaborate with select partners to implement service solutions B3 Enhance resident quality of life & business vitality through tourism B4 Provide high quality services through sustainable business practices B5 Enhance service delivery through continual process improvement B6 Optimize use of technology Provide Financial Stewardship Promote Learning and Growth F1 Adhere to financial management principles & budget F2 Invest to provide & maintain high quality public assets F3 Achieve fiscal wellness standards F4 Establish & maintain effective internal controls L1 Ensure our people understand the strategy & how they contribute to it L2 Enhance leadership capabilities to deliver results L3 Attract, develop & retain a skilled workforce L4 Recognize & reward high performers L5 Empower informed decision-making at all levels in the organization C6 Enhance the sense of community by providing excellent customer service and citizen engagement opportunities L6 Foster positive employee engagement This item is linked to the City’s Strategy Map related to the focus area of Performance Management & Service Delivery and meets the corporate objectives to provide attractive and unique spaces for enjoyment of personal interests, collaborate with select partners to implement service solutions and invest to provide and maintain high quality public assets. 15 Questions: Chris Tribble (817) 748-8021 I appreciate the opportunity to present this item to you. If you have any questions you may contact Director Tribble at (817) 748-8021. Thank you. 16