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
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