Item 4I
Approve contract renewal with O’Donnell’s Landscape Services, Inc. for citywide landscape services
Item 4I
Honorable Mayor and members of the City Council, this is Item 4I which is a contract renewal with O’Donnell’s Landscape Services, Inc. for citywide landscape services
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Approve contract renewal with O’Donnell’s Landscape Services, Inc. for citywide landscape services in an amount not to exceed $1,078,500
Requested Action
With this item, staff is seeking City Council approval of a contract renewal with O’Donnell’s Landscape Services, Inc. for citywide landscape services in an amount not to exceed $1,078,500
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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
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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.
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Landscape Services – Groups 2, 3, 5 & 6
City Parks
DPS North
DPS West
Public Works Facility
Southlake Activity 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, Southlake Activity Center, McPherson Branch Channel, Bob Jones Nature Center & Preserve, trails, lift stations, pump stations, City roundabouts and medians as detailed in the
packet memo.
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Landscape Services - Group 4
Brush Hog Mowing & Trash Pick-up:
Royal & Annie Smith Park
Southlake Sports Complex
Bob Jones Nature Center & Preserve
Southlake Activity 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.
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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.
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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
Current contract will expire Feb. 2, 2017
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.
The current
contract with O’Donnell’s is set to expire on February 2, 2017 and includes a provision for four (4) one-year renewal options. Approval of the contract renewal will be the first of the
possible four (4) one-year renewal options. Based on O’Donnell’s ability to provide the services requested, their past experience with the City and confirmation there is no price increase
requested for 2017, staff recommends the renewal of the contract with O’Donnell’s.
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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
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Additional services included in Group 7 could require an additional $400,000
Maximum routine maintenance, landscape services and additional services for FY 2017 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 2017 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.
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FY 2017 Contract Landscape Services Funding
General Fund $317,500
SPDC Fund $606,000
Total $923,500
Financial Considerations
Funding for landscape contract services in the amount of $923,500, as shown on the screen, was approved in the FY 2017 Budget
General Fund: $317,500
SPDC Fund: $606,000
Total: $923,500
In
consideration of the City’s total funding for landscape contract services in the amount of $923,500, staff will work with the contractor to ensure routine maintenance and additional
services do not exceed that amount in 2017.
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FY 2017 Landscape Enhancement Projects Funding
Hwy 114/1709 Corridor Enhancements $ 80,000
Town Square Enhancements $ 75,000
Total $155,000
Financial Considerations
In FY 2017, funds were also allocated for the following park enhancement projects:
Hwy 114/1709 Corridor Enhancements $ 80,000
Town Square Enhancements $ 75,000
Total: $155,000
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Total FY17 Citywide Landscape Services Funding
Contract Landscape Services $ 923,500
Landscape Enhancement Projects $ 155,000
Total $1,078,500
Not to exceed value
of $1,078,500 is being requested for citywide landscape services in 2017
Financial Considerations
Funding in the amount of $1,078,500 was approved for FY 2017 for contract landscape services ($923,500) and landscape enhancement projects ($155,000.
Staff is requesting a not to
exceed value of $1,078,500 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.
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City of Southlake Strategy Map
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.
C1 Achieve the highest standards of safety & security
C2 Provide travel convenience within City & region
C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment
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
Deliver on Our Focus Areas
C5 Promote opportunities for partnerships & volunteer involvement
C3 Provide attractive & unique spaces for enjoyment of personal interests
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.
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Questions? Candice Edmondson – (817) 748-8311
I appreciate the opportunity to present this item to you. If you have any questions you may contact me at (817) 748-8311. Thank you.
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