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Item 4GM E M O R A N D U M February 5, 2019 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4G Approve Contract Renewal for Tree Services with Alpine Tree Services Inc. Action Requested: Approve contract renewal for tree services with Alpine Tree Services Inc. (Primary with Arborist). Background Information: In February 2015 the City Council approved this contract for citywide tree services. This contract includes the City of Keller and City of North Richland Hills as participating cities. The City of Southlake is the lead agency. The contract includes service requirements from each of the cities. By combining these individual city services together under one contract we all benefit from the expanded purchasing power. This is the fourth and final renewal of this contract. In FY 2018, Southlake spent $146,000 on tree services. With the addition of the services of the cities of Keller and North Richland Hills the total amount spent by all cities was $263,000. This combining of services provides all three cities with additional purchasing power. Vendor rates are being held at original 2015 contract rates. No increase is requested at this renewal. This multi-city contract provides all tree services for the City of Southlake, City of North Richland Hills and City of Keller to include:  Tree Pruning  Roadway Right of Way clearing  Tree removal  Tree and brush debris removal  Stump grinding  Tree and brush fertilization services  Tree and brush pesticide services This contract includes tree services requiring an arborist. Financial Considerations: Costs for City of Southlake tree services are funded through budgeted department maintenance accounts. FY 2018 disbursements were $146,000. FY 2019 budgeted amount is $270,000. Strategic Link: C1 – Achieve the highest standards of safety and security. C2 – Provide travel convenience within the City and region. C3 – Provide attractive and unique spaces of enjoyment of personal interests. B2 – Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: None Legal Review: Attorney reviewed original proposal documents as to form. Alternatives: Deny approval and re-bid citywide tree services. Supporting Documents: Contract documents. Staff Recommendation: Approve contract renewal for this multiple city service. January 23, 2019 Alpine Tree Service Inc. 1900 Brumlow Ave. Southlake, Texas 76092 Attn: Mr. Derek Neubauer Subject: Notification of Contract Renewal for Tree Services for City of Southlake RFP1409B200TS140012 Dear: Mr. Neubauer: The City of Southlake is providing notification of contract renewal, pending City Council approval, for “Tree Services for City of Southlake RFP1409B200TS140012”. This renewal shall become effective February 17, 2019 pending City Council approval (CC Award date _________) and shall continue in full force based on the terms and conditions of the initial award. The terms and conditions proposed and accepted in this renewal agreement are as follows: Line Items Awarded: All Items Primary Vendor with arborist per department needs 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. City Contact: Tim Slifka 817-748-8312 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or Email: 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: 817-748-8010 A m y S h e l l e y , T R M C Contract Renewal Accepted: Deputy City Secretary Signed: ____________________ Date: ______________ Approved as to Form and Legality: Mayor Laura Hill _____________________ City of Southlake City Attorney