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