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Item 4C City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M February 27, 2017 To: Shana K. Yelverton, City Manager From: Chris Tribble, Director of Community Services Subject: Approve contract renewal for pond maintenance services with Magnolia Fisheries, Inc. for an amount not to exceed $80,000 Action Requested: City Council approval of a contract renewal for pond, fountain and aerator maintenance services with Magnolia Fisheries, Inc. for an amount not to exceed $80,000 Background Information: The City contracts pond maintenance services for the many ponds and fountains located within City parks. In April 2016, a contract for citywide pond maintenance services was awarded to Magnolia Fisheries, Inc. The current contract with Magnolia Fisheries, Inc. is set to expire April 7, 2017 and includes a provision for up to four one-year annual renewals. Approval of the proposed contract renewal will be the first of the possible four, one-year renewal options. Based on Magnolia Fisheries, Inc. ability to provide the services requested, their past experience with the City and confirmation there is no price increase requested for the renewal, staff recommends the renewal of the contract with Magnolia Fisheries, Inc. The City of Southlake has used Magnolia Fisheries, Inc. for pond maintenance since 2007. Until 2016, services provided by Magnolia Fisheries, Inc. have not exceeded $50,000 annually; and therefore, contracts and renewals have been approved by the City Manager. In FY 2016, the request to install additional multi-colored lighting in the fountains required the City to spend approximately $80,000 on pond maintenance services. Therefore, since service requests for routine maintenance service, upgrading of additional fountains and lights, and additional maintenance repairs to lighting systems and aging pumps may exceed $50,000, staff is requesting City Council’s approval of the contract 4C - 1 Shana Yelverton, City Manager Meeting Date – March 7, 2017 Page 2 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork renewal with Magnolia Fisheries, Inc. per th e City’s purchasing guidelines. The inspection and maintenance services are based on an hourly rate or per service fee. A copy of the renewal contract, with the full scope of services and costs, is attached to this memo for your consideration. The contract provides pond inspection and maintenance services, and fountain and aerator maintenance services for the City’s ponds and fountains/aerators located throughout the City of Southlake. The pond and fountain/aerator locations include:  Rustin Park  McPherson Park  Bicentennial Park Ponds  Bob Jones Park Ponds  North Park  Noble Oaks Park  Liberty Park at Sheltonwood  Chesapeake Park Financial Consideration: Funding for the pond maintenance services is provided in the FY 2017 General Fund budget. Strategic Link: 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 collaborate with select partners to implement service solutions and invest to provide and maintain high quality public assets. Citizen Input/ Board Review: City Council consideration March 7, 2017 Legal Review: City Attorney reviewed original proposal documents as to form Alternatives: Deny approval and re-bid citywide pond maintenance services 4C - 2 Shana Yelverton, City Manager Meeting Date – March 7, 2017 Page 3 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Supporting Documents: Contract documents Staff Recommendation: City Council approval of contract renewal for pond maintenance services with Magnolia Fisheries, Inc. for an amount not to exceed $80,000 4C - 3 February 14, 2017 Magnolia Fisheries Inc. 217 North Coppell Rd. Coppell, Texas 75019 Attn: Mr. Bill Wingo Subject: Notification of Contract Renewal for Pond, Fountain and Aerator Maintenance Services for City of Southlake RFP1602B540MA160002 Dear Mr. Wingo: The City of Southlake is providing notification of contract renewal, pending City Council approval, for “Pond, Fountain and Aerator Maintenance Services for City of Southlake RFP1602B540MA160002”. This renewal shall become April 8, 2017 and after City Council approval (CC Award date _________) and shall continue in full force based on the terms and conditions of the initial award. As a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City. Your company has indicated no increase is requested at this renewal. As such, all pricing, terms and conditions of the original document shall remain in effect for this renewal period. The terms and conditions proposed and accepted in this renewal agreement are as follows: Payment Terms: Net 30 days (Unless otherwise noted – such as pre- and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to three (3) more one (1) year annual renewals. City Contact: SHANE CLOUD 817-748-8026 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or accountspayable@ci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, T i m S l i f k a Purchasing Manager CPPO, CPPB C i t y o f S o u t h l a k e 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka@ci.southlake.tx.us Attest: ________________________ Fax: 817-748-8048 L o r i P a y n e , T R M C Contract Renewal Accepted: City Secretary Signed: ____________________ Date: ______________ Approved as to Form and Legality: Mayor Laura Hill _____________________ City of Southlake City Attorney 4C - 4 4C - 5 4C - 6 4C - 7 4C - 8 4C - 9 4C - 10 4C - 11 4C - 12 4C - 13 4C - 14 4C - 15 4C - 16 4C - 17 4C - 18 4C - 19