2019-03-05 SPDC Mtg PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
February 28, 2019
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Southlake Parks Development
Corporation Meeting – Tuesday, March 5, 2019
________________________________________________________________
Please note: The regular meeting will begin at 4:30 p.m. in the Council
Chambers.
1. Agenda Item No. 2A. Consent: Approval of the minutes from the February 5,
2019 SPDC meeting – Please make any corrections to the minutes part of the
motion for consideration.
2. Agenda Item No. 3. Public Forum: Public Forum is the public's opportunity to
address SPDC about non-agenda items. During Public Forum, SPDC will not
discuss or take action on any item brought up at this time.
3. Agenda Item 4A. Consider: Recommendation to approve a contract renewal
and amendment with O’Donnell’s Landscape Services, Inc. for citywide
landscape services for an amount not to exceed $394,000 -- The purpose of
this item is for SPDC to make a recommendation to City Council on a contract
renewal and amendment with O’Donnell’s Landscape Services, Inc. for
citywide landscape services.
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. A description of each “group” is provided in the packe t memo.
The total amount of the contract is $999,000, however, the SPDC is
being asked to consider only the portion of the contract that covers
landscape services related to SPDC parks. That amount is $394,000.
Services for SPDC parks are included in each group listed below.
The current contract with O’Donnell’s Landscape Services, Inc.
includes a provision for four (4) one -year renewal options. Approval of
the contract renewal would be the third of the possible renewal options.
An Amendment to the contract is included to address revisions of
services for various medians that have been added or modified. The
Amendment includes extensive renovations to current identified areas,
addition of new landscape and trees, modification to type of mowing
required, and addition of locations requiring services.
Per the original proposal documents, O’Donnell’s is requesting a 1.5%
increase in all rates for 2019. O’Donnell’s cites hiring and retaining
Southlake Parks Development Corporation
Meeting Date – March 5, 2019
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
personnel, cost increases for equipment, and insurance cost as factors
necessitating the rate increase.
Funding in the amount of $999,000 for landscape services is approved
within the FY 2019 budget with funding allocated within the General
Fund ($430,650), SPDC ($394,000) and TIRZ ($174,360) funds.
4. Agenda Item No. 5A. Sales Tax Report – The Sales Tax report is not included
in the packet, but will be available at the meeting . Chief Financial Officer
Jackson is available if you have any questions.
5. Agenda Item No. 5B. Discussion: SPDC Attendance Report – Please let staff
know if you have any questions regarding the attendance record.
As always, we appreciate your commitment and service to the City. If you have any
questions regarding the agenda or materials, lease feel free to contact me at (817)
748-8021.
CST
STAFF CONTACT INFORMATION:
Chris Tribble, Director of Community Services (817) 748-8021
Sharen Jackson, Chief Financial Officer, (817) 748-8042
Southlake Parks Development Corporation Meeting Minutes – February 5, 2019 Page 1 of 3
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING MINUTES
FEBRUARY 5, 2019
LOCATION: Southlake Town Hall, City Council Chambers, 1400 Main Street, Southlake,
Texas
MEMBERS PRESENT: President Randy Williamson and Secretary Sherry Berman, and
members, Tamara McMillan, and Tina Wasserman
ABSENT: Vice President John Huffman, Shawn McCaskill, and Shahid Shafi
STAFF PRESENT: Chief Financial Officer Sharen Jackson, Director of Community Services
Chris Tribble, Public Works Project Manager Hunter Harris, and Deputy City Secretary Amy
Shelley
REGULAR AGENDA:
1. CALL TO ORDER
President Randy Williamson called the meeting to order at 4:32pm.
2. CONSENT
2A. APPROVAL OF THE MINUTES FROM THE OCTOBER 2, 2018, SOUTHLAKE PARKS
DEVELOPMENT CORPORATION MEETING
President Randy Williamson presented Item 2A, and there were no questions from the
board.
APPROVED
A motion was made to approve the minutes from the October 2, 2018, Southlake Parks
Development Corporation meeting.
Motion: Wasserman
Second: McMillan
Ayes: Berman, McMillan, Wasserman, and Williamson
Approved: 4-0
Absent: Huffman, McCaskill, and Shafi
3. PUBLIC FORUM
President Randy Williamson opened the public forum. There being no one wishing to
speak, President Randy Williamson closed the public forum.
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Southlake Parks Development Corporation Meeting Minutes – February 5, 2019 Page 2 of 3
4. CONSIDER
4A. RECOMMENDATION TO APPROVE A PROFESSIONAL SERVICES AGREEMENT
WITH SCHRICKEL ROLLINS | PSC FOR DESIGN SERVICES RELATED TO
BICENTENNIAL PARK PHASE 3 IMPROVEMENTS FOR AN AMOUNT NOT TO
EXCEED $88,000.
Public Works Project Manager Hunter Harris presented Item 4A and answered
questions from the Board, specifically about the estimated time of construction, bid
process, synthetic turf, and restroom facilities.
APPROVED
A motion was made to approve the recommendation of a Professional Services
Agreement with Schrickel Rollins | PSC for design services related to Bicentennial Park
Phase 3 Improvements for an amount not to exceed $88,000 .
Motion: Wasserman
Second: McMillan
Ayes: Berman, McMillan, Wasserman, and Williamson
Approved: 4-0
Absent: Huffman, McCaskill, and Shafi
4B. RECOMMENDATION TO APPROVE PURCHASE OF PARK MAINTENANCE
EQUIPMENT FROM KUBOTA TRACTOR CORPORATION FOR AN AMOUNT NOT
TO EXCEED $66,000.
Director of Community Services Chris Tribble, presented Item 4B and answered
questions from the Board, specifically about the storing of equipment and how old
equipment is disposed.
APPROVED
A motion was made to approve the recommendation to the purchase of park
maintenance equipment from Kubota Tractor Corporation for an amount not to exceed
$66,000.
Motion: Wasserman
Second: McMillan
Ayes: Berman, McMillan, Wasserman, and Williamson
Approved: 4-0
Absent: Berman, Huffman, McCaskill, and Shafi
4C. RECOMMENDATION TO RECOMMENDATION TO APPROVE PURCHASE OF
LANDSCAPE AND IRRIGATION SUPPLIES FROM SITEONE LANDSCAPE SUPPLY
FOR AN AMOUNT NOT TO EXCEED $130,000.
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Southlake Parks Development Corporation Meeting Minutes – February 5, 2019 Page 3 of 3
Director of Community Services Chris Tribble presented Item 4C and answered
questions from the Board, specifically about the bid process.
APPROVED
A motion was made to approve the recommendation to the purchase of landscape and
irrigation supplies from SiteOne Landscape Supply for an amount not to exceed
$130,000.
Motion: Wasserman
Second: McMillan
Ayes: Berman, McMillan, Wasserman, and Williamson
Approved: 4-0
Absent: Huffman, McCaskill, and Shafi
5. DISCUSSION
5A. SALES TAX REPORT
Chief Financial Officer Sharen Jackson provided an overview of the sales tax report,
and no action was required.
5B. SPDC ATTENDANCE REPORT
No discussion; no action required.
6. ADJOURNMENT
Meeting was adjourned by President Randy Williamson at 4:49 p.m.
MINUTES APPROVED ON THIS, THE ______ DAY OF _______________, 2019.
_____________________________________
Randy Williamson, President
Southlake Parks Development Corporation
ATTEST:
___________________________________________
Amy Shelley, Deputy City Secretary
Southlake Parks Development Corporation Liaison
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
February 28, 2019
TO: Southlake Parks Development Corporation
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation to approve a contract renewal and amendment
with O’Donnell’s Landscape Services, Inc. for citywide landscape
services for an amount not to exceed $394,000
______________________________________________________________________
Action
Requested: SPDC recommendation for approval of a contract renewal and
amendment with O’Donnell’s Landscape Services, Inc. for citywide
landscape services for an amount not to exceed $394,000.
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.
The total amount of the contract is $999,000, however, the SPDC is
being asked to consider only the portion of the contract that covers
landscape services related to SPDC parks. That amount is
$394,000. Services for SPDC parks are included in each group
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
4A - 1
Southlake Parks Development Corporation Meeting
Meeting Date – March 5, 2019
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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
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 original contract includes a provision for four (4) one-year
renewal options. Approval of the contract renewal and amendment
would be the third of the possible renewal options.
An amendment to the contract is included to address revisions of
services for various medians that have been added or modified.
The Amendment includes extensive renovations to current
identified areas, addition of new landscape and trees, modification
to type of mowing required, and addition of locations requiring
services.
Per the original proposal documents, O’Donnell’s is requesting a
1.5% increase in all rates for 2019. O’Donnell’s has cited hiring and
retaining personnel, cost increases for equipment, and insurance
cost as factors necessitating the rate increase.
Based on O’Donnell’s ability to provide the services requested and
successful performance under the current contract, staff
recommends approval of the renewal.
Southlake Parks Development Corporation will consider this item
prior to City Council on March 5, 2019.
Financial
Considerations: In 2015, when the City requested bids for landscape services,
O’Donnell’s Landscape was the overall low bidder for contract
4A - 2
Southlake Parks Development Corporation Meeting
Meeting Date – March 5, 2019
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
landscape services. The bid included escalations for 2018 (0.5%)
and 2019 (1.5%).
Funding in the amount of $999,000 for landscape services is
approved within the FY 2019 budget with funding allocated within
the General Fund ($430,650), SPDC ($394,000) and TIRZ
($174,360) funds.
SPDC is being asked to consider only the portion of the contract
that covers landscape services related to SPDC parks ($394,000).
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.
Citizen Input/
Board Review: SPDC and City Council March 5, 2019
Legal Review: N/A
Alternatives: Alternatives may include:
Approve as presented
Approve with feedback
Decision not to approve proposed contract
Attachments: Proposed contract renewal with O’Donnell’s Landscape Services,
Inc.
Recommendation: SPDC approval of a contract renewal with O’Donnell’s Landscape
Services, Inc. for citywide landscape services for an amount not to
exceed $394,000.
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2019
Sherry Berman 0 a 50%0.5 2019
Shahid Shafi 0 r 0%
John Huffman 0 r 0%
Shawn McCaskill 0 r 0%
Tamara McMillan 0 a 50%0.5
Tina Wasserman 0 a 50%0.5
Randy Williamson 0 a 50%0.5
0%57%a In attendance
Total Hrs Per Month 0 0.5 0.5 r Not in attendance, no substitute
m Substitute in attendance
n Vacant position
0 Meeting Canceled
*Meeting Canceled due to no quorum
Change in Representative
Individual
Attendance
Rate
Hrs To
Date Average Monthly
Attendance Rate
Meeting Attendance
Rate (includes
substitutions)
8/6/19 9/3/19 10/1/19 11/5/19 12/3/19
Southlake Parks Development Corporation Attendance Report
Place Name 1/1/19 2/5/19 3/5/19 4/2/19 5/7/19 6/4/19 7/2/19
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