Item 4HM 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 4H Approve Contract Renewal for Tree Services with Arbor
Masters Tree Service
Action
Requested: Approve contract renewal for tree services with Arbor Masters
Tree Service (Secondary 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
Shawnee Mission Tree Service, Inc. dba Arbor Masters Tree Service
1201 Minters Chapel Road # 304
Grapevine, Texas 76051
Attn: Mr. Jay Hager
Subject: Notification of Contract Renewal for Tree Services for City of Southlake RFP1409B200TS140012
Dear: Mr. Hager:
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 Secondary 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
ORIGINAL DOCUMENT
SOLTfl-p.gKF- CITY OF SOUTHLAKE
Council Action
Ord./Res. No.
Date Approved d (�
December 18,2017
Shawnee Mission Tree Service,Inc.dba Arbor Masters Tree Service
1201 Minters Chapel Road#304
Grapevine,Texas 76051
Attn: Mr.Jay Hager
Subject: Notification of Contract Renewal for Tree Services for City of Southlake RFP1409B200TS140012
Dear: Mr. Hager:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Tree Services
for City of Southlake RFP1409B200TS1 0012". This renewal shall become effective February 17, 2018 pending City
Council approval (CC Award date �7j- && 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 Secondary 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 and is eligible for up to one(1)more
one(1)year annual renewals.
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: accountspaayable(&ci.south lake.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,
7Timfka
Purchasing Manager CPPO,CPPB
City of Southlake
1400 Main Street, Suite 440
Southlake,Texas 76092 a
tsIifka(a-)ci.southIake.tx.us Attest:
Fax: 817-748-8010
Carol Ann Borges,TRMC
Contract Ren al Accepte City Secretary
Signe Date: Approv d as to Form and Legality:
Maye Laura Hill fib.City of Southlake r;, City Attorney
f•iI C1;
SOUTHLAKE ORIGINAL DOCUMENT
CITY OF SOU`rH"XF
19 Council Asti
OrdJRe&No.
January 30,2017 Date Approved Z
Shawnee Mission Tree Service, Inc.dba Arbor Masters Tree Service
1201 Minters Chapel Road#304
Grapevine,Texas 76051
Attn: Mr.Jay Hager
Subject: Notification of Contract Renewal for Tree Services for City of Southlake RFP1409B200TS140012
Dear: Mr. Hager:
The City of Southlake is providing notification of contract renewal,pending City Council approval,for"Tree Services
for City of Southlake RFP 1409B20WO S ". This renewal shall become effective February 17,2017 pending City
Council approval(CC Award date 7 W1 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 Secondary 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 and is eligible for up to two(2)more
one(1)year annual renewals.
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.
��',ypflt►fillirt4
Sincerely, elfY ;
Tim Slifka
Purchasing Manager CPPO,CPPB
City of Southlake
1400 Main Street, Suite 440
Southlake,Texas 76092 'j4ft4
tslifkana.ci.southlake.tx.us Attest:
Fax: 817-748-8048
Lori Payne,TRMC
Contract Renewal Accepted: City Secretary
Signed: t�WDate: Approved s to Form and gality:
�O al
Mayor Laura Hill l_,
City of Southlake City Attor y
OF ORIGINAL DOCUMENT
SCX THIAKE CITY OF SOUTHLAKE
Council Acti0n@N
Ord./Res.No.
December 30,2015 Date Approvod,_
Shawnee Mission Tree Service,Inc.dba Arbor Masters Tree Service
1201 Minters Chapel Road#304
Grapevine,Texas 76051
Attn: Mr.Jay Hager
Subject: Notification of Contract Extension for Tree Services for City of Southlake RFP1409B200TS140012
Dear: Mr.Hager:
The City of Southlake is providing notification of contract extension,pending City Council approval,for"Tree Services
for City of Southlake RFP1409B200TS140012". This extension shall become effective February 17,2016 pending City
Council approval(CC Award dateoZ-LEI b )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 Secondary 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 and is eligible for up to three(3)
more one(1)year annual renewals.
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(a),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,
r Z <2�
Tim Slifka
Purchasing Manager CPPO,CPPB ••••�`vTHLAk'�•,'
City of Southlake ,.•'�O• .••••..•F
110
1400 Main Street,Suite 440 :4 .•• ;�
Southlake,Texas 76092 O S
tsl i fka(a-)ci.south lake.tx.us Attest: }• -
Fax:817-748-8048 f
.rr
Lori Payne,TRMC %, •••••....•
Contract Re al Accepted: City Secretary �''•.,,���•�* 'M`
Signe : Date: Approved as to Form and Legali
May r Laura Hill
City of Southlake City Attorney
SO CI�T)y� ORIGINAL DOCUMENT
CITY OF SOOT KE
Council Actio Y
Ord./Res.No.
Date Approved —
February 11,2015
Shawnee Mission Tree Service, Inc.dba Arbor Masters Tree Service
1201 Minters Chapel Road#304
Grapevine,Texas 76051
Attn: Mr.Jay Hager
Subject: Award of Contract for Tree Services for City of Southlake RFP1409B200TS140012
Dear Mr. Hager:
The City of Southlake is pleased to inform you that Shawnee Mission Tree Service, Inc. dba Arbor Masters Tree Service of
Grapevine, Texas is the Secondary awarded vendor for "Tree Services for City of Southlake RFP1409B200TS140012" with
arborist. The award and this agreement are based on your proposal submission,copy enclosed.This is a multiple vendor award
contract Your company's is the Secondary vendor with Arborist for this contract. This award was approved by the City of
Southlake City Council on.2 1-IS.
The terms and conditions proposed and accepted in this agreement are as follows:
Line Items Awarded All items Secondary Vendor with Arborist per department needs.
Payment Terms: Net 30 days(Unless otherwise noted-such as pre-and/or partial payment)
Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded items exclusively during the term of the contract from the successful
vendors.
Method of Payment: Shall be made by City procurement card or purchase order
Delivery Terms: FOB Destination
Delivery Locations: Vendor Delivery or City employee pick-up.
Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of initial City Council
approval and is eligible for up to four(4)one(1)year annual renewals.
City Contact: Tim Slifka 817-748-8312
Send all billing to: City of Southlake
1400 Main Street,Suite"0,Accounts Payable
Southlake,TX 76092 or via email to accountsoavable@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.
Since'— i�s
Tim Slifka,CPPPP10
Purchasing Mang p�:• •••••�'A
City of Southlake
Is
1400 Main Street,Suite 440 _H i DDT
Southlake,Texas 76092
tslifka(Wci.southlake.tx.us Attest: / •
Fax:817-748-8048 ••�•'••••••j• '�•
Lori Payne, TRM '•.,, *** ��.low
Contract and Award Accepted: City Secretary
Signed: Date: 0 CU'� Approved/ads to Form a717
d
Mayor John Terrell ` C�
City of Southlake City Attomey
Appendix B —Proposal
Submittal Checklist: (To determine validity of proposal)
Appendix B(pages_9_through_20,must he included in the proposal submittal
Appendix C Conflict of Interest Form(page_20,must be included in the proposal submittal.
Vendor Vehicle and Equipment List
Arborist Certification Information
e t r i i e it
RFP Number: RFP1409B200TS140012
Project Title: PROVIDE TREE SERVICES
Submittal
Deadline: 3:00 P.M. (CST), FRIDAY NOVEMBER 14, 2014
Submit electronically to: www.securebidusa.com
* Requires email account login and password.
Proposer Information:
Pro ser's Legal Name: Shawnee Mission Tree Service,Inc.DOA/Arbor Masters Tree Service
Address: 1201 Minters Chapel Road#304
City,State&Zip Grapevine.TX 76051
Federal Employers
Identification Number Al 48-0633928
Phone Number: 682-223-1796 l Fax Number: 682-223-1657
E-Mail Address: ihager@arbonnasters com
Proposer Authorization
1,the undersigned,have the authority to execute this Proposal in its entirety as submitted and enter into a contract
on behalfofthe Proposer.
Printed Name and Position of Authorized Representative: Al�:yq P14 GLs2._ j�s4/L�i
Signature of Authorized
Representative:
- month , �Signedthis (day)of NJUJ (year)
1 learned of this Request for Proposals by the following means:
C Newspaper Advertisement City E-mail Notification
Southlake Wehsite Cold Call to City
n� Mailed Me a Copy - Other
I I SecureBid
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ADDENDUM NUMBER 4 1
To: All Proposers Date: Octolxr30,2014
Request for Proposal: RFP 1409B200TS 140012 Provide Tree Services for City of Son thlakc
Proposal Due Date: 3:00 p.m.,Friday November 14,2014
1. Addendum No.1,dated October 30,2014,per Addendum 91.the City of Soudaake is answering vmior
submitted questions.
i
{1UKSTI0N: Must the primary contractor have an arborha on staff, of are subcontractors with wi arborist
permitted?
ANSWER: for award ufthe Primary or Secondary coniract for"With Arborist"awarded vendor must have
j an arborist on their immediate staff at all times during the contract period_ Subcontractor
arborist will not be allowc;d for"With Arborisr"portion of award.
i
2. There arc no other chances.
Sharen V c;kson
Chief Financial Officer
City OfSOuthlake
In the submission of their proposal, Proposer roust acknowledge receipt of this addericam. proposer sL:all
acknowledge this addendum by signing and returning one copy of this notice firth their proposal.
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Arbor asters
Tree Servi
Equipment Name Year MFG Cap/Height Owned or Leased
Bucket Chipper Combo 2012 Freighliner 55'WH Owned
Bucket Chipper Combo 2013 Freighliner 55'WH Owned
Bucket Chipper Combo 2005 GMC 72"WH Owned
Bucket Chipper Combo 2004 GMC 72"WH Owned
Bucket Chipper Combo 2005 Ford 55'WH Owned
Brush Chipper 2008 Vermeer 15" Owned
Brush Chipper 2006 Bandit 15" Owned
Brush Chipper 2007 Vermeer 10" Owned
Brush Chipper 2010 Vermeer 15" Owned
Knuckleboom 2012 Freighliner 61 CY Owned
Knuckleboom 2005 Sterling 58 CY Owned
Knuckleboom 2004 Western Star 58 CY Owned
Knuckleboom 200S International 55 CY Owned
Appendix B—Proposal (continued)
I. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE
CONSIDERED COMPLETE,AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE
CITY,PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION.
1. Proposed Products and/or Services
A. Product or Service Description: Proposers should utilize this section to describe the technical
aspects, capabilities, features and options of the product and/or service proposed in accordance
with the required Scope of Services as identified in Appendix A. Promotional literature,
brochures,or other technical information may be used.
B. Additional Hardware Descriptions: Proposers should also include in this section a detailed
description of what additional hardware and/or software; if any, would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Proposer with the Proposal submitted.
D. Project Schedule/Delivery Date: Proposer must provide a project schedule noting all projected
completion dates for segments of the Project,from start-up to completion,and all delivery dates for
goods covered by the RFP. The Proposal must show the number of days required to deliver and
install the product or equipment after the receipt of the City's Purchase Order.
2. Cost of Proposed Products and/or Services
A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated
cost for delivery,Iabor,insurance,taxes,overhead,and profit.
B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of
products or contract segments stated in the Scope of Services and using the following format:
Item# Descri tion of ProductslServices I hate
SERVICES WITH CERTIFIED ARBORIST ON STAFF
l. Pruning Services
Tree Pruning Services with a Two(2)Man Crew
and Equipment er Scope of Services S 195.00 /hour
Tree Pruning Services with a Three(3)Man Crew
and Equipment er Sco c of Services S 2J5.00 /hour
Tree Pruning Services with a Four(4)Man Crew
and Equipment per Scope of Services .'S 285.00 /hour
2. Ri ht-of-War•Clearance
Roadway Right of Way Clearing Per Scopc of
Services S so.00 man/hour
3. Tree Removal Services !
2 man crew(1)tree climber—(1)ground man iss oo 'hour
3 man crew(21 tree climber—(1)ground man
S 22500 /hour
Other Crew configuration. PIease list.
g /hour
City of Southlake - RFP1409B200TS140012 Page 10 of 21
4. Stump Grinding
Stump Grinding to Include All Stumps Regardless
of Diameter Per Scope of Services $ 500 ''inch
5. Certified Arborist
Cost per hour for Certified Arborist to perform or
supervise work as required or requested per Scope $ 75.00 per hr.
of Services
6. Fertilization and Pesticide Application
$ lnnn /inch
Fertilization—soil injection/foliar $ 2:1 no /sq.ft
$ < 95 !gallon
$ 10 00 /inch
Pesticide Application—soil injection/foliar 5 23.00 !sq.ft
S 1.25 /gallon
7. 1 Travel Charge
All vendor travel charges should be included in S 0.00 per mile
hourly rates listed above.If they are not please list
travel charge r mile. after o 0o miles
8. Other Vendor Fees
Other Vendor Fees as Required.Please Describe.
Knuckleboom for debris removal with operator
fnr largo gmlititiPc of nahric nr Inps later than 1 1' $
185 nn hnnr
Extra ground man or Ragger $ 60.00
$
S
S
S
Citv of Southlake - RFP1409B200TS140012 Noe l l of 21
Item# Description of Products/Services Rate
SERVICES WITHOUT CERTIFIED ARBORIST ON STAFF
1. 1 Pruning Services
Tree Pruning Services with a Two(2)Man Crew
and Equipment r Scope of Services $ 195.00 /hour
Tree Pruning Services with a Three(3)Man Crew
and Equipinent per Scope of Services $ 235.00 /hour
Tree Pruning Services with a Four(4)Man Crew
and Equipment er Scope of Services $ 285.00 [hour
2. 1 Right-of-Way Clearance
Roadway Right of Way Clearing Per Scope of
Services $ man/hour
3. Tree Removal Services
2 man crew(1)tree climber—(1)ground man $ /hour
I
3 man crew(2)tree climber—(l)ground man
$ 225.00 /hour
Other Crew configuration.Please list.
$ /hour
4. Stump Grinding
Stump Grinding to Include All Stumps Regardless
of Diameter Per Scope of Services $ 5.00 inch
S. Fertilization and Pesticide Application
$ 10.00 %inch
Fertilization—soil injection/foliar $ ,'I on %sq.ft
$ 1.25 rgallon
S 10.00 /inch
Pesticide Application—soil injection i foliar S 23.00 /sq.ft
igallon
b. Travel Charge
All vendor travel charges should be included in S 0.00 per mile
hourly rates listed above. If they are not please list
travel charge per mile. after n nn miles
7. Other Vendor Fees
Other Vendor Fees as Required.Please Describe.
Knuckleboom for debris removal with operator _ S
fur large quantities of debris or logs larger than 15- S 185.00
S
S
Extra ground man or nagger S0__
I $
City of Southlake - RFP1409B200TS140012 Page 12 of 1
3. Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective for twelve months from date of award. The
City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion
of the City. The following clauses shall be included in the contract:
A. Option Clause: It is agreed that City will have the option to extend the contract for up to four(4)
additional years, in one-year intervals_ To exercise this option, the City shall serve notice 30 days
prior to contract termination or to the end of any one-year extension.The Option to Extend will not
be considered if funding is unavailable or if the contractor's past performance is not within the
industry standard.
B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful
contractor may submit documentation requesting permission to increase pricing no later than 30
days after receiving notice from the City of its intent to extend the agreement. Escalation may only
occur at the time of renewal and only upon securing the approval of the City in writing. Requests
for price adjustments must be solely for the purpose of accommodating an increase in the
contractor's cost,not profits.
Vendors shall show in this quote their anticipated percent of escalation if'when the option to
extend is exercised. The percent quoted will be a maximum. In addition,the percentage proposed
will be a factor in determining the best value to the City. It is the average price over the period of
the contract that will be the price factor considered in the evaluation of this quote.Quotes in which
negative or no escalation is shown will be considered as 0%escalation.
C_ Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates
charged by the Contractor to reflect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall be four percent(4%)per year.
The City shall have authority, in its reasonable discretion, to determine the validity of any change
in Contractor's rates.City cannot exercise the Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.
FIRST ADDITIONAL YEAR(FY 2015-2016)ESCALATION........................... _0 %
SECOND ADDITIONAL YEAR(FY 2016-2017)ESCALATION................. c
THIRD ADDITIONAL YEAR(FY 2017-2018)ESCALATION ......................... _�%
FOURTH ADDITIONAL YEAR(FY 2018-2019)ESCALATION...................... o
4. Proposer's Experience/Staff
A. Project Team: Identify all members of the Proposer's team (including both team members and
management) who will be providing any services proposed and include information which details
their experience.
B. Removal or Replacement of Staff: If an assigned staff person must be removed or replaced li)r any
reason,the replacement person must be approved by City prior to joining the project.
C. Business Establishment: State the number of wars the Proposer's business has been established
and operating. If Proposer's business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals,if different than present,must be provided:
City of Southlake - RFP14098200TS 140012 Page 13 of 21
State the number of years experience the business has: 5 ; and the number of employees:
tso
D. Project Related Experience: All Proposals must include detailed information that details the
Proposer's experience and expertise in providing the requested services that demonstrates the
Proposer's ability to logically plan and complete the requested project.
5. References
Proposer shall provide four(4) references where Proposer has performed similar to or the same types
of services as described herein.
Reference#1:
Client/Company Name:
See attached list
Contact Name: Contact Title:
Phone: Email:
Date and Scope of Work Provided:
Reference#2:
Client/Company Name:
Contact Name: Contact Title:
Phone: Email:
Date and Scope of Work Provided:
Reference#3:
Client i Company Name:
Contact Name: Contact Title:
Phone: Email:
Date and Scope of Work Provided:
Reference#4:
Client/Company Name:
Contact Name: Contact Title:
Phone: Email:
Date and Scope of Work Provided:
City of Southlake - RFP1409B2011TS140012 - Page 14 of21
6. Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential information: This proposal_(does)x(does not) contain trade
secrets and/or confidential information. If applicable, describe such trade secrets and confidential
information, and the basis for your assertion that such material qualifies for legal protection from
disclosure.
7. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFB from the successful Bidder. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity's debt. Each
governmental entity will place their own orders with the successful Bidder and be responsible for
ensuring full compliance with the RFB specifications. Prior to other governmental entities placing
orders,the City will notify the successful Bidder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement
with the City.
[ x] Yes,Others can purchase; ( ] No, Only the City can purchase.
8. Federal,State and/or Local Identification information
A. Centralized Master Bidders List registration number:
B. Prime contractor HUB/MWBE registration number:
C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number:9 -IT. CONTRACT TERMS ,AND CONDITIONS. EXCEPT WHERE_ PROPOSER MAKES SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL,ANY CONTRACT RESULTING FROM THIS
RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER
HEREBY ACKNOWLEDGES, AND TO TPHICH PROPOSER AGREES BY SUBMITTING A
PROPOSAL:
1. Delivery of Products and/or Services
A. Pavment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City,payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Products and Services: All products furnished under this contract shall be warranted to
be merchantable and good quality and tit for the purposes intended as described in this Proposal,to
the satisfaction of City and in accordance with the specifications. terms, and conditions of the
Scope of Services,and all services performed shall be warranted to be of a good and workmanlike
quality,in addition to,and not in lieu of,any other express written warranties provided.
C_ Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Proposer, who
agrees to pay such costs within ten days of invoice.
D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder,if any,the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession,
and accepts the goods and the installation of such goods,has tested the system,and determined that
it is in,00d and acceptable working order.
City of Southlake - RFP1409B200TS140011 page 15 of2l
2. Miscellaneous
A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have
no employer-employee relationship with City. Proposer agrees that if Proposer is selected and
awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act
(FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers
Compensation Insurance payments, or any other insurance payments, nor will City furnish any
medical or retirement benefits or any paid vacation or sick leave.
B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to
another without the written consent of the Purchasing Manager. Such consent shall not relieve the
assigner of liability in the event of default by the assignee.
C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor,goods,and services which may be provided to the City by Proposer or
Proposer's vendor(s), and if the City requests,a proper release of all liens or satisfactory evidence
of freedom from liens shall be delivered to the City.
D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gilts, or
otherwise, were offered or given by the successful Proposer, or its agent or representative, to airy
City officer, employee or elected representative, with respect to this RFP or any contract with the
City,and that if any such bribe is found to have been made this shall be grounds for voiding of the
contract
E. Financial Participation. Proposer certifies that it has not received compensation from the City to
participate in preparing the specifications or RFP on which the Proposal is based and
acknowledges that this contract may be terminated and/or payment withheld if this certification is
inaccurate.
F. Required Licenses:Proposer certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer
certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind
the Proposer to any resulting contract.
H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to. and
Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules,
and regulations.
3. Financial Responsibility Provisions
A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and
shall require any of its subcontractors to carry, at least the following insurance in such form, with
such companies,and in such amounts(unless otherwise specified)as City may require:
i_ Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the
State of Texas;
ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad
Form Property Damage. Personal Injury, Completed Operations/Products Liability,
Premises Liability, Medical Payments, Interest of Employees as additional insureds, and
Broad Form General Liability Endorsements, for at least One Million Dollars($1,000,000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis:
City of Southlake - RFP140913200TS140012 - Page 16 of 21
iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
($1,000,000)Combined Single Limit Bodily Injury and Property Damage.
B. Indemnification: Proposer agrees to defend,indemnify and hold harmless the City,all of its
officers,Council members, agents and employees from and against all claims, actions, suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,
court costs and related expenses,arising out of,connected with,or resulting from any acts or
omissions of Proposer or any agent,employee,subcontractor,or supplier of Proposer in the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees.
City of Southlake - RFP1409B200TS140012 Page 17 of 21
CONFLICT OF INTEREST QUESTIONNAIRE FORM Q
For vendor at other person doing business With local povarntne"entity
I
Tel•goa•Coretsa•rellom prep•mom to b law low Ka 1497,aph La-rt•prtttr Saeslort. OFFICE MEONLY
This"mom-an is being filed in acccrdance with Ciapm 176.Loral Gc"mrrtent Coda
try apersonartohasabrriinesamiseonshpasdab ibySet"176Ap1,1-a)wAhalocal
g&"nmand an*and the person meats raguiteaterkt under Seri on 176.006(a),
Ely Imr-1hmqueslorr mmuelbe%Js"ththe records adm usrxwofambcalgorerrrrer"
entity not bbr than the 71h businnsc day ahar the date the person becomes aware of facts
that regjire the statement to be fled.SeeSecadn 176.006,Laval Cm eminent Code.
A person comnmft xi of me 6 the parson knowmgiy vioates Samon f 76 Gt Loal
;evom Hewn Code,An offense under this sedan is a Out C misdctneanor.
Name of Penton wltc has a h1.ir Fes r*WJ*tsrttp whh local poaernmente•nmy.
Shawnee Mission Tree Service,Inc.DBA!Arbor Masters Tree Service
-
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City of Southlake - RFP14098200TS 140012 Page 20 of 21
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Waarb of tl)e laternatiottaf-4ocietp of Orboriculturr-,
A Me abobe nallieb i5 I)crcbp recogiti�eb att 31*q- Cerfifieb rborie;t,
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31fiternationaf i�ocirw of Arbaticulture bidertialional bodrOl of Arbarirulture
MVV-5358A Nov 3,2012 Dec 31,2015
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1of1
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2018-305132
Shawnee Mission Tree Service,Inc.DBA/Arbor Masters Tree Service
Grand Prairie,TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 01/24/2018
being filed.
City of Southlake Date Acknowledged:
fAA1_
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a
description of the services,goods,or other property to be provided under the contract
RFP140B200TS140012
Tree Services for City of Southlake-Secondary Vendor
Nature of interest
4 Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling Intermediary
Keith,Ron Shawnee,KS United States X
5 Check only if there is NO Interested Party. ❑
6 UNSWORN DECLARATION
Jay Hager $-21-1969
My name is and my date of birth is
1510)elmak Street Grand Prairie TX 75050 USA
My address is
(street) (may) (state) (zip code) (country)
i declare under penalty of perjury that the foregoing is true and correct.
Marion FL 24 January 18
Executed in County, State of on the day of 20
(month) (year)
Signature of authorized agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.5523