Item 4C
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
December 11, 2017
TO: Shana K. Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
SUBJECT: Approve contract renewal with O’Donnell’s Landscape Services, Inc.
for citywide landscape services in an amount not to exceed $978,500
______________________________________________________________________
Action
Requested: City Council approval of a contract renewal with O’Donnell’s
Landscape Services, Inc. for citywide landscape services in an
amount not to exceed $978,500
Background
Information: 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. Descriptions of the services provided within each group
are listed below.
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.
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, lift stations, pump
stations right-of-ways, roundabouts, portals and medians not listed
in Group 1 including DPS West, DPS North, Public Works Facility,
Southlake Activity Center, McPherson Branch Channel and the Bob
Jones Nature Center & Preserve. A complete list of locations
maintained within these groups is outlined in the contract.
Group 4 landscape services include brush hog mowing and trash
pick-up services in the large open space areas at Royal & Annie
4C - 1
Shana Yelverton, City Manager
City Council Meeting Date – December 19, 2017
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Smith Park, Southlake Sports Complex, Bob Jones Nature Center
& Preserve, Southlake Activity Center, Public Works Facility, Bob
Jones Park, pump stations and other City-owned properties.
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.
The current contract with O’Donnell’s Landscape Services, Inc. is
set to expire on February 2, 2018 and includes a provision for four
(4) one-year renewal options. Approval of the contract renewal
would be the second of the possible renewal options. Per the
original proposal documents, O’Donnell’s is requesting a 0.5%
increase in all rates for 2018. Based on O’Donnell’s ability to
provide the services requested and successful performance under
the current contract, staff recommends approval of the renewal.
Financial
Considerations: In 2015, when the City requested bids for landscape services,
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. The total bid price included
escalations for 2018 (0.5%) and 2019 (1.5%). Including the 0.5%
requested rate increase, estimated costs for landscape contract
services in 2018 will be:
Group 1: $172,199
Group 2: $152,181
Group 3: $105,127
Group 4: $ 32,261
Group 5: $ 6,533
Group 6: $ 81,116
Total: $549,417
As noted above, 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.
4C - 2
Shana Yelverton, City Manager
City Council Meeting Date – December 19, 2017
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
If the City requested all maintenance cycles (52 cycles or 1 per
week) and additional services included in O’Donnell’s bid, the
maximum annual amount spent for landscape contract services in
2018 would be $949,417. However, the City typically does not
require every maintenance cycle and all additional services due to
reduced activity during inclement weather and dormant seasons.
Funding for landscape contract services was approved during the
FY 2018 budget process. The allocation of those funds is listed
below.
General Fund: $332,500
SPDC Fund: $606,000
Total: $938,500
In consideration of the City’s total funding for landscape contract
services in the amount of $938,500, staff will work with the
contractor to ensure routine maintenance and additional services
do not exceed the budget for FY 2018.
In FY 2018, funds were also allocated for the following landscape
enhancement projects:
FM 1938 Landscape Enhancements $20,000
Frank Edgar Cornish Park Landscape $20,000
Total: $40,000
Funding in the amount of $978,500 was approved for FY 2018 for
contract landscape services ($938,500) and landscape
enhancement projects ($40,000).
Staff is requesting a not to exceed value of $978,500 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.
Strategic Link: Approval of the contract renewal is linked to the City’s Strategy Map
related to the focus area of Performance Management and 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.
4C - 3
Shana Yelverton, City Manager
City Council Meeting Date – December 19, 2017
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Citizen Input/
Board Review: City Council consideration December 19, 2017
Legal Review: N/A
Alternatives: Alternatives may include:
City Council approval of contract renewal as presented
City Council approval of contract renewal with modifications
City Council decision not to approve contract renewal
Attachments: Proposed contract renewal with O’Donnell’s Landscape Services,
Inc.
Recommendation: Approve a contract renewal with O’Donnell’s Landscape Services,
Inc. for citywide landscape services in an amount not to exceed
$978,500.
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
4C - 20
4C - 21
4C - 22
4C - 23
4C - 24
4C - 25
4C - 26
4C - 27
4C - 28
4C - 29
4C - 30
4C - 31
4C - 32
4C - 33
4C - 34
4C - 35
4C - 36
4C - 37
4C - 38
4C - 39
4C - 40
4C - 41
4C - 42
4C - 43
4C - 44
4C - 45
4C - 46
4C - 47
4C - 48
4C - 49
4C - 50
4C - 51
4C - 52
4C - 53
4C - 54
4C - 55
4C - 56
4C - 57
4C - 58
4C - 59
4C - 60
4C - 61
4C - 62
4C - 63
4C - 64
4C - 65
4C - 66
4C - 67
4C - 68
4C - 69
4C - 70
4C - 71
4C - 72
4C - 73
4C - 74
4C - 75
4C - 76
4C - 77
4C - 78
4C - 79
4C - 80
4C - 81
4C - 82
4C - 83
4C - 84
4C - 85
4C - 86
4C - 87
4C - 88
4C - 89
4C - 90
4C - 91
4C - 92