Item 4D MemoCITY OF
SOUTH LAKE
MEMORANDUM
February 1, 2022
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Timothy Slifka, Purchasing Manager
Subject: Item 4D Approve Contract Renewal for Tree Services with The
Paysage Group, LLC, dba Smith Lawn and Tree
Action
Requested: Approve Contract Renewal for Tree Services with The Paysage
Group, LLC, dba Smith Lawn and Tree.
Background
Information: The purpose of this item is to approve contract renewals for
citywide tree services. This is the second renewal for the contract.
No increase is requested at this renewal. The contract includes
the City of Keller and City of North Richland Hills as participating
cities. The City of Southlake is the lead agency. These contracts
included service requirements from each of the cities. By
combining these individual city services together under one
contract, all cities benefit from the expanded purchasing power. In
FY 2021 Southlake spent $198,200 on these services. With the
addition of the services of the cities of Keller and North Richland
Hills the total amount spent by all cities is pushed to $332,200 per
year. This combining of services provides all three cities with
additional purchasing power.
The multi -city contract will provide all tree services for the City of
Southlake, City of Keller and City of North Richland Hills 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
Financial
Considerations: Costs for City of Southlake tree services are funded through
budgeted department maintenance accounts. FY 2021
disbursements were $198,200.
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.
December 20, 2021
The Paysage Group, LLC dba Smith Lawn and Tree
3200 Handley Ederville Rd.
Richland Hills, Texas 76118
Attn: Mr. Glen Jennings
Subject: Notification of Contract Renewal for Provide Tree Services for City of Southlake RFP1911B200TS190023
Dear: Mr. Jennings:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Provide Tree
Services for City of Southlake RFP 191 IB200TS 190023". This is a multiple vendor awarded contract. Your company's
portion of this contract is being renewed. This renewal shall become effective 2-18-2022 and after City Council approval
(CC Award date ) and shall continue in full force based on the terms and conditions of the initial award. Your
company has not requested an increase at this renewal. As such, all pricing, terms, and conditions of the original
document shall remain in effect for this renewal period.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Line Items Awarded: All Line Items
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 RFP 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
accountspayablenci.southlake.tx.us (preferred) or
1400 Main Street, Suite 420, Accounts Payable
Southlake, TX 76092
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,
Tim Slifka
Purchasing Manager CPPO, CPPB
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifkanci. southlake.tx.us
Fax: 817-748-8010
Contract Renewal Accepted:
Signed:
Attest:
Amy Shelley, TRMC
City Secretary
Date: Approved as to Form and Legality:
Mayor John Huffman
City of Southlake City Attorney
ORIGINAL DOCUMENT
CITY 0" CITY OF SOUTHLAKE
SOUTHLAKE Council Actior;j/N
Ord./Res, No.13 —
Date Approved1aj —
December 23, 2020
The Paysage Group, LLC dba Smith Lawn and Tree
3200 Handley Ederville Rd.
Richland Hills, Texas 76118
Attn: Mr. Glen Jermings
Subject: Notification of Contract Renewal for Provide 'free Services for City of SOlrthlake RFP 1911 B-100TS 190023
Dear: Mr. Jennings:
The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Provide Tree
Services for City of Southlake RFP1911 B200TS 190023". This is a multiple vendor awarded contract. Your company's
portion of this contract is being renewed. This renewal shall become effective 2-18-2021 and after City Council approval
(CC Award date i ' 1_g-ate and shall continue in full force based on the terms and conditions of the initial award. Your
company has not requested an increase at this renewal. As such, all pricing, terms, and conditions of the original
document shall remain in effect for this renewal period.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Line Items Awarded: All Line Items
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 RFP 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
1,100 Main Street, Suite 420, Accounts Payable
Southlake, TX 76092 or Email: accountspayableCati.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' our procurement process
Sincerely,
Tim SI
Purchasing Manager CPPO, CP
City of Southlake
1460 Main Street, Suite 420
Southlake, Texas 76092
tslifka e ci.southlake.mus
Fax:817-748-8010
r
Contract wal Act&Signe
ft-I)ate:
Mayor Laura Hill
City of Southlake
Please call 817-748-8312 with any questions.
AKE,jT
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pproved to Form an L plity:
Citv ttorn r
SOUTHLAKE ORIGINAL DOCUNIEN I'
CITY OF SOUTHLAK E
Council Act].0110ti
January 29, 2020 19 Ord./Res. No. --
The Paysage Group, LLC dba Smith Lawn and Tree Date Approved I W
3200 Handley Ederville Rd.
Richland Hills. Texas 76118
Attn: Glen Jennings
Subject: Award Notification for Provide Tree Services for City of Southlake RFP1911 B200TS190023
Dear Mr. Jennings,
The City of Southlake is pleased to inform you that The Paysage Group, LLC dba Smith Lawn and Tree of Richland Hills. Texas
is one of three (3) vendors being awarded "Provide Tree Services for City of Southlake RFP19116200TS190023" The award
and this agreement are based on your proposal to the City, copy enclosed. This is a multiple vendor award co tra t. Your
company's portion of the award is attached. This award was approved by the City of Southlake City Council on a
The terms and conditions proposed and accepted in this agreement are as follows:
Line Items Awarded All Line Items
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 multiple 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 award 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 420, Accounts Payable
Southlake, TX 76092 or via email to accountspaya ble(cDci. 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,
Tim Slifka, CPPO, CPP
Purchasing Manager
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tsIifkana.ci.south lake. tx. us
Contract and A and Accepted:
4 Signed Date
ayor Laura Hill
City of Southlake
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Am helley, TRIP
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Avg A s o d aliry:
CityAttorney
Smith Lawn and Tree (U19)
Quantity
#
Item
Required
Unit of Measure
Unit Price
Total Cost
Tree Pruning Services with a Two (2) Man Crew and
#1-1
Equipment
1
Per r Hr
$ 138.00
$ 138.00
Tree Pruning Services with a Three (3) Man Crew
#1-2
and Equipment
1
Per Hr
$ 190.00
$ 190.00
,Tree Pruning Services with a Four (4) Man Crew
#_1-3
and Equipment
1
Per Hr
$ 240.00
$ 240.00
(Tree Pruning Services with a Two (2) Man Crew and
#2-1
'Equipment
1____
Per Hr
$ 135.00
$ 135.00
Tree Pruning Services with a Three (3) Man Crew
#2-2
and Equipment
1
Per Hr
$ 184.00
$ 184.00
!Tree Pruning Services with a Four (4) Man Crew
#2-3
and Equipment
1
Per Hr
$ 234.00
$ 234.00
#3-1
2 man crew (1) tree climber- (1) ground man
1
Per Hr
$ 138.00
$ 138.00
#3-2
3 man crew (2) tree climber - (1) ground man
1
Per Hr
$ 188.00
$ 188.00
#3-3
4 man crew (2) tree climbers and (2) ground men
1
Per Hr_
$ 238.00
$ 238.00
#4-1
Tree Cabling/Bracing, (2) man crew
1
Per Hr
$ 148.00
$ 148.00
#4-2
!Air Spade Services with (2) man crew
1
Per Hr
$ 150.00
$ 150.00
_
Additional crew member for Traffic Control, tree
#4-3
pruning or tree removal services
1
Per Hr
$ 55.00
$ 55.00
#4-4
Knuckleboom Truck for debris removal with operator
1
Per Hr
$ 184.00
$ 184.00
Bucket Truck with Operator
1
Per Hr
$ 1.50.00
$ 150.00_
_#4_-5
!Stump Grinding to Include All Stumps Regardless of
#4-6
Diameter
1
Per Each
$ 95.00
$ 95.00
Cost per hour for Certified Arborist to perform or
#4-7
supervise work as required or requested
1
Per Hr
$ 75.00
$ 75.00
#5-1
Fertilization - Soil Injection / Foliar. Per Inch.
1
Per Inch
$ 8.00
$ 8.00
#5-2
Fertilization - Soil Injection / Foliar. Per Sq. Ft.
1
Per Square Foot
$ 0.40
$_ 0.40
#5-3
Fertilization - Soil Injection / Foliar. Per Gallon
1
Per Gallon
$ 2.50
$ 2.50
Pesticide Application - Soil Injection / Foliar. Per
#6-1
Inch.
1
Per Inch
$ 10.00
$ 10.00
Pesticide Application - Soil Injection / Foliar. Per Sq.
#6--2_
Ft.
1
Per Square Foot
$ 0.50
$ 0.50
Pesticide Application - Soil Injection / Foliar. Per
#6-3
Gallon
1
Per Gallon
$ 3.00
$ 3.00
All vendor travel charges should be included in
hourly rates listed above. If they are not please list
#7-1
itravel charge per mile.
1
Per Mile
$ -
$
Per Mile charge to job location after 50 miles from
Per Mile After 50
#7-2
76092
1
Miles
$ -
$ -
#7-3
Fuel Surcharge
1
Per Each Invoice
$ -
$ -
Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal)
Appendix B (pages _9 through _17_) must be included in the proposal submittal
Appendix C Conflict of Interest Form (page 17) must be included in the proposl submittal.
Form 1295 Certificate of Interesled Party must be included in the proposal submittal. See Page 2.
HB 89 and SB 252 Acknowledgement. See Page _ 15
All proposals submitted
to the City of Southlake shall include this paLle with the submitted Proposal.
RFP Number: RFP1911B200TS190023
Project Title: Provide Tree Services_ for City, of Southlake_
Submittal Deadline:3:00 P.M. (CST), Tuesday January 7, 2020
Submit Electronically* to: https://southiake.bonfirehub.com/login
* Requires email account login and password.
Proposer Information:
Proposer's Legal Name: O (3� ^ .',� �- C Ova �1'�1►�� �c�w ✓v c'
Address: (� C J L ' � CA
City, State & Zip VVA—�.X %/' \I q
Federal Employers
Identification Number #
Phone Number: - Fax Number:
E-Mail Address: ;i On 1�-�1C',
Proposer Authorization
1, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract
on behalf of the Proposer. \
Printed Name and Position of Authorized Representative:
Signature of Authorized Representative: A_f / 2
Signed this _(day) of (month), ✓ I a (year)
I learned of this Request for Proposals by the following means:
JNewspaper Advertisement � City E-mail Notification
LJ Southlake Website 0 Cold Call to City
Mailed Me a Copy U Other
Bonfire
City of Southlake - RFP1911B200TS190023 - Page 9 of 18
I learned of this Request for Proposals by the following means:
JNewspaper Advertisement � City E-mail Notification
LJ Southlake Website 0 Cold Call to City
Mailed Me a Copy U Other
Bonfire
City of Southlake - RFP1911B200TS190023 - Page 9 of 18
Appendix B — Proposal (continued)
1.
1.
2
3.
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 HIEFOLLOWING INFORMATION:
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.
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, labor, 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:
For this procurement the schedule of pricing is not available in hardcopy. You may access it via
the online portal (www.southlake.bonfirehub.com). To submit your schedule of pricing, please
download the Bid Table and fill it in accordingly per the sample below.
For instructions on how to complete Bid Tables, please refer to this article on Bonfire's Support
Website. Please note: even if you do not have additional responses, you must download and re -
upload the blank document. This is to confirm that you do not require any additional costs. If you
have any additional items, please fill out the Additional Responses ternplate accordingly.
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:
City of Southlake - RFP1911B200TS190023 Page 10 of 18
A. Opticm_Clause;. It is agreed that ulty will have the option to extend the Contract lilt- up to Blur (4)
additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 clays
prior to contract termination or to the end of any one-year extension. The Option to I'mcnd will not
be considered if' funding is unavailable or if the contractor's (last perfilrulance is not within the
industry standard.
B. Escalation_Qau;c: 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 (he 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 till' the purpose of acconllnodating an increase in the
contractor's cost, not profits.
Vendors shall show in (his quote their anticipated percent of- escalation It7when the option to
extend is exercised. The percent quoted will be a nlaxllllu'll. 11) 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 file evaluation of this quote. Quotes in which
negative or no escalation is shown will he considered as W!"o 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 maxinuull increase allowed wlder this provision shall be filar percent (14%) 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 tile Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of alnlllal escalation.
First Additional Year Escalation Percentage ..............................................
Second Additional Year Escalation Percentage ............................................
Third Additional Year Escalation Percentage ............................................
Fourth Additional Year Escalation Percentage ............................................ C '%
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 for any
reason, the replacement person must be approved by City prior to joining the project.
C. Business Establishment: State the number of years 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;
State the number of years' experience the business has: (� ; and the number of employees:
—5--.
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.
City of Southlake - RFP191IB200TS190023 - Page I 1 of 18
5. References
Proposer shall provide 10ur (4) rct,ci-ClIcc" where Proposer has I)CIT011lied similar to or the sallic types
of services as described herein.
Reference it 1:
Client / Company Name.
Contact Name: I Contact Title:
Phone: 1,11MI'l.
I 1�
c-,
Date and Scope of Work Provided:
Reference #'-):
Client / Company Name:
Contact Name:
L
Phone:
3,
Date and Scope of Work Provided:
A A-
Reference #3:
Contact "Title:
1 Email
Client / Company Name:
Contact Name: Contact Title:
Phone: Email:
Date and Scope of Work Provided:
Reference 44-
M
irk
Client/ Company Name:
Contact Name:
Contact Title:
Phone: f
Email:
Date and Scope of Work Provided:
City of Southlake RFP191IB200TS190023 Page 12 of 18
J.
7.
8.
Trade Secrets and/or Confidential Information
Trade Secrets andior Conlidenl_ial Information_: fhis proposal (does) (does nest) contain trade
secrets and/or confidential information. If applicable, describe such trade secrets and confidential
information, and the hasis for your asserlion that such material qualifies for legal protection from
disclosure.
Federal, State and/or Local Identification Information
A. Centralized Master Kidders 1JSi registration number:
B. Prime contractor IIUI3 / MWKI registration number:
C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number: # -
Emergency Business Services Contact Notice
During a natural disaster, or homeland security event, there may be a need for the City of Southlake to
access your business for products or services after normal business hours and/or holidays. The City
may request City employee pick up or vendor delivery of product or services.
For this purpose, a primary and secondary emergency contact name and phone number are required. It
is critical the vendor's emergency contact information remains current. City shall be contacted by E-
mail with any change to a contact name or phone number of these emergency contacts. Updates may be
etnailed to vendors a;ci.southlake.tx.us.
All products or services requested during an emergency event are to be supplied as per the established
contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours
emergency opening of the business, if any. In general, orders will be placed using a City of SOUllllake
procurement card (Master Card) or City issued Purchase Order. The billing is to include the
emergency opening fee, if applicable.
The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours
emergency opening of the business listed below.
Business Name: j(,�. t \ �_Ca�; A (2C,I a�;L
Contract#: REP I`�[I ',�uc?j �►�jUr;�-3
Description:
Primary Contact (Name):
Primary Contact Phone Numbers: Home: �1) - �L6`61(_1 5 o Cell: ClI
Secondary Contact (Name): R3- cil-,z� r ,(-fN
Secondary Contact Phone Numbers: Home: ,� D - �X'Z 7)-13 Cell: 1�[)
After Hours emergency opening fee, if applicable: $ _y�✓ `'—
City of Southlake - RFP191IB200TS190023 Page 13 of 18
9. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, pray dCS11-C, but arc not
obligated, to purchase goods Mid services defined in this RIP from the successful Bidder. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. 'I he City will not he responsible for another governmental ewily's debts. Each
governmental entity will place then- own orders with the successful Bidder and be responsible for
ensuring full compliance with the IZFP specifications. Prior to other governmental entities placing
orders, the City will notify the successful l3idder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement
with the City.
><' Yes, Others can purchase J J No, Only the City can purchase
IL CONTRACT TERMS AND CONDITIONS. E\CF.PT WHERE PROPOSER MAKES SPECIFIC
EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS
RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WIH(.YI PROPOSER
HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A
PROPOSAL:
Delivery of Products and/or Services
A. Payment 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 10 days upon receipt of invoice.
B. Warranty of Products and Services: All products furnished raider this contract shall be warranted to
be merchantable and good quality and fit flor 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 lice 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 clays 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 good and acceptable working order.
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
City of Southlake RFP191 IB200TS190023 - Page 14 of 18
Proposer's vendor(s), and if the City rcquests, it proper release of all liens or satisfactory evidence
of fireedom front liens shall be delivered to the City.
D. Gratuities /_13ri_bcs: Proposer certifies that no bribes in the fitrnl of cntcrlainmcnt, gifts, or
Otherwise, were oficrcd or given by the successlld Proposer, or its agent or representative, to any
City officer, employee or elected representative, with respect to this RFF or any contract with the
City, and that if any such bribe is found to have been made this shall be grounds 1i01- voiding of the
contract.
E. Financial Participation: Proposer certifies (hat it has not received compensation from the City to
participate in preparing the specifications or M-1' on which the Proposal is based and
acknowledges that this contract may be terminated and/or payment withheld ifthis certification is
inaccurate.
F. Required Licenses: Proposer certifies that he holds all licenses required by the Slate ol` fexas fin- a
provider of the goods and/or services described by the Scope of Services herein.
G. Authoritx_to Submit Proposal and. Enter Contract: The person signing on behalf of Proposer
certifies that the signer has authority to submit the Proposal on bchall' of the Proposcr 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.
I. Compliance with 11B 89: Proposer agrees per 1-113 89 vendor shall not boycott Israel at any time
while providing products or services to the City of Southlake.
"VI
C Yes, we agree ] No, we do not agree N/A
J. Compliance with SB 252: Proposer agrees per S13 252 vendor shall not do business with Iran,
Sudan or a foreign terrorist organization while providing products or services to the City of
Southlake.
[XJ Yes, we agree I I No, we do not agree
3. Financial Responsibility Provisions
A. Insurance: The Proposer, consistent with its status as an independent contractor, sliall carry, and sliall
require any of its subcontractors to carry, at least the following insurance in such florin, 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-,
iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or lured
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.
Citv of Southlake - RFP191IB200TS190023 - Page 15 of 18
Appendix C - Form CIQ
WHO: The following persons must file it Conflict of interest Questionnaire with the City if' the person has an
employment or business relationship with an ofliccr of the Cicy that mulls in taxahlc income cxeccding $1500
during the preceding twelve month period, or an officer or a maube of the officer's fancily has accepted gilts
with an aggregate value of nwre than $250 during the previous twelve month period and the person engages
in any of the following actions:
contracts or seeks to contract tin' the sale or purchase of property, goods or services with the City,
including any of the following:
a. written and implied contracts, utility purchases, purchase orders, credit crud purchases and any
purchase of goods and services by the City;
b. contracts for the purchase or sale of real property, personal property including an auction of
property;
c. tax abatement and economic development agrecnx:nts:
submits a bid to sell goods or scrviccs, or responds to it request fur proposal fur services,
enters into negotiations with the City fur a contract; or
applies for a tax abatement and/or economic development incentive that will result in a contract with
the City
THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:
1. Mayor and City Council Mcmbcrs;
2. City Manager,
3. Board and Commission members and appointed members by the Mayor and City Council;
4. Directors of 4A and 4B development corporations;
5. The executive directors or managers of 4A and 4B development corporations; and
6. Directors of the City of' SOullnlake who have authority to sign contracts on behalf of the City.
EXCLUSIONS: A questionnaire statement need not be filed rf tlne money paid to a local government official was
a political contribution, a gift to a member of the of frcer's fitmily from a family member; it contract or purchase of
less than $2,500 or a transaction at a price and subject to terms available to the public: a payment for food, lodging,
transportation or entertainment, or a transaction subject to rate or f'ec regulation by a governmental entity or
agency.
WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a
`,Conflict of Interest Questionnaire" (FORM CIQ) which is available online at www.ethics.state. tx_us and a copy of
which is attached to this guideline. The form contains mandatory disclosures regarding "employment or business
relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the
questionnaire.
WHEN: The person or business must tile:
I . the questionnaire —no later than seven days after the date the person or business begins contract discussions
or negotiations with the municipality, or submits an application, responds to a request for proposals or
bids, correspondence, or other writing related to a potential contract or agreement with the City; and
2. an updated questionnaire — within seven days after the date of an event that would make a filed
questionnaire incomplete or inaccurate.
It does not matter if the submittal of a bid or proposal results in a contract. The statute requires a vendor to file
a FORM CIQ at the time a proposal is submitted or negotiations commence.
WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance
Department. The Finance Department is required by law to post the statements on the City's
website.
ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed
$500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business
days after the person received notice of a violation.
NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire.
City of Southlake - RFP191 IB200TS190023 Page 16 of 18
CONFLICT OF .INTEREST QUESTIONNAIRE FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491. Wth Leg.. Regular Session.
OFFICEUS£ONLY
This questionnaire is being filed in accordance :: ith Chapter 176. Local Government Code
n„r Recai.�d
by a person who has a business relationship as defined by Section 176.001 t 1-a r ,.; ith a local
governmental entity and the person meets requirements under Section 176.006(a).
By Wv this questionnaire must be fled':: Ith the records actminlstratorof the local governmental
entity not later than the 7th business day after the date the person becomes a --are of facts
that require the statement to be filed. See Section 176.006. Local Government Code
A person commits an offense if the person knov.'ingly violates Section 176.006. Local
Government Code. An offense under this section is a Class C misdemeanor.
Name of person who has a business relationship with local governmental entity.
�) 0 V
Check this box if you are filing an update to a previously filed question nalre.
Fff—]
iThe law requires that you file an updated completed •auesUoniiaml ,vath the appropriate filing authonh not
later than the 711h business day after the date the originall,, filed questionnaire becomes incomplete or inaccurate
3
Name of local government officer with whom filer has employment or business relationship.
Name of Officer
This section (item 3 including subparts .A 6 C & Ut must be completed for each officer ,vith whonn the filer has an
employment or other business relationship as defined by Section 17+ 001(I-as Local Go�ernmenl Code Attach additional
pages to hills Form CIO as tlecessapy
A. Is the local government officer named to this section recer.ing ,r likely to receive taxable income other than in e-stnaettt
income, from the filer of the quesdcnnaire'?
Yes a No
6 Is the filer of the questiorniaire receiving or likely to receives taxatyle income. other than i n-,astment income from or at the
direction of the local goverrainent officer named in tliis section A:NE) tl)e taxable income is nr..t recei ed from the local
govemmeiatal entitty'?
Yes F—]No
C Is the filer of tdus questionnaire employed by a corporation or other business entity with respect to which the local
government officer series as an officer or director or holds an ov;nership of '10 percent or more?
EDYes EJNo
fl Describe each •employment or business relationship wi¢h the local government officLr named it, this section
d
Signature of person doing business with the governmental entity Cate
Adopted M 2£+20G7
City of Southlake - RFP1911B200TS190023 Page 17 of 18
CERTIFICATE OF INTERESTED PARTIES FORM 1295
1 of 1
Complete Nos. i - 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
Certificate Number:
1
Name of business entity filing form, and the city, state and country of the business entity's place
of business.
2019-571539
The Paysage Group dba Smith Lawn and Tree
Richland Hills, TX United States
Date Filed:
12/19/2019
2
Name of governmental entity or state agency that is a party to the contract for which the form is
being filed.
City of Southlake
Date Acknowledged:
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.
RFP1911B200TS190023
Provide Tree Services for City of Southlake
Nature ofinterest
4
Name of Interested PartY
City, State, Country (place of business)
(check applicable)
Controlling
Intermediary
5
Check only if there is NO Interested Party. ❑
X
6
UNSWORN DECLARATION
My name is \ '�,L� ��C'_Yrr�i` and my date of birth is Zy
address is ��Y 1A
(street) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in to CrMn County, State of t' t,41, on the day of 20 .
(rnonth) (year)
✓ Signature of author d agent of contra/ling business entity
i (Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.1.3abaat/Cl
Truck #
Dept.
Equipment
Year/Make/Model VIN
Plate
5
TREE
Chip Truck
2007 HIND 268
5PVNE81T072S51632
HXG2162
14
TREE
Chip Truck
2004 FREIGHTLINER
1FVACWDC24HN07951
CSW5185
29
TREE
Chip Truck
2015 FORD F750
3FRNX7FC7FV711225
FKK1751
35
TREE
Chip Truck
2013 HINO 338
SPVNV81T6D4S52994
DHM4978
57
TREE
Chip Truck
2017 FORD F750
1FDNX7DCXHDB11010
KNV0489
1
TREE
Wood Chipper
2010 VERMEER 1800
iVRY131Z8A1002685
M083193
2
TREE
Wood Chipper
2014 VERMEER 1800
1VRY131ZXE1004380
M006087
3
TREE
Wood Chipper
2012 VERMEER 1800
IVRY131ZOC1003140
M006057
4
TREE
Wood Chipper
2014 VERMEER 1800
1VRY131Z3E1004415
M018607
5
TREE
Wood Chipper
2018 VERMEER 1800XL
1VRY151Z711006836
M033138
63
TREE
Bucket Truck
2019 FREIGHTLINER M2-106
1FVACWFD2KHKA1590
LBX6139
21
TREE
Bucket Truck
2020 FREIGHTLINER M2106
1FVACWFC7KHKS6626
KS6626
65
TREE
Knuckleboom
2018 PETERBUILT
1NPCL70X9JD492976
LBG2266
25
.TREE
Knuckleboom
2020 MACK GRANITE
1M2GR4GCOLM017613
MPH0359
6
TREE
Tree Fert. Truck
2004 FORD F650 TRUCK
3FRWF65254V604729
CVT4803
13
TREE
Stump Grinder
2017 Bandit 2550
N/A
N/A
24
TREE
Pickup
2019 DODGE RAM 2500
3C6UR5HL5KG683306
56893E5
12
TREE
Arrow board Trk
2006 FORD F150
1FTRF12206KD99595
AA41413
43
TREE
Pickup
2015 FORD F150
1FTEWlEPSFKF16383
GVR9825
Applicators are required to keep certificates of completion for 12 months folloiving renewal of a license. 4
TAC§7.24(s)
Regulations and statutory provisions governing pesticide applicator licensees and their use of pesticides may be
found in Chapter 7, Title 4, of the Texas Administrative Code and Chapter 76 of the Texas Agriculture Code,
respectively. TDA's web site provides convenient links to these laws. Failure to comply with these laws,
including misuse of any pesticide, may result in revocation, suspension, modification, or probation of your license
and/or assessment of monetary administrative penalties.
If you have any questions regarding your license, please contact our Austin headquarters toll free at (877) LIC-
AGRI (877-542-2474), or visit our web site at www.TexasAgriculture.gov. For the hearing impaired, you may
call Relay Texas (800) 735-2988 (voice) or (800) 735-2989 (TDD) or visit our web site.
TEXAS DEPARTMENT OF AGRICULTURE
P. O. BOX 12847 AUSTIN, TEXAS 78711-2847
SOP"C
COMMERCIAL PESTICIDE
APPLICATOR
LICENSE
GLEN JEWNINGS
o
t5
TDA Client No: 00454505
1148 WHISTLE STOP DR
License No:
0592971
SAGINAW TX 76131
Effective Date:
05/31/2019
Expires:
05/31 /2020
Front side
Categories: 3A
Descriptions:
1A
Field Crop
3A
Landscape Maint
1 B
Fruit, Nut, & Veg
3B
Nursery Plant Prod
1 C
Pasture & Rangeland
4
Seed Treatment
1 D
Vertebrate Pest
5
Vegetation Mgmt
1 E
Farm Commodity Pest
6
Aquatic
Control
1F
Animal Health
7
Demonstr & Research
1 G
Citrus
8
Reg Pest Control
1 H
Livestock Prot Collar
9
Aerial Application
11
M-44 Device
11
Soil Fumigation
2
Forest Pest Control
12
Public Health Pest Control
(Vector)
Back side
LAMINATION ADVISED: Please cut out along heavy black lines, placing front and back sides
together, and laminate.
TEXAS DEPARTMENT OF AGRICULTURE
COMMISSIONER SID MILLER
P. O. BOX 12847 AUSTIN, TEXAS 78711-2847 y
(877) LIC-AGRI (877-542-2474)
For the hearing impaired: (800) 735-2989 TDD (800) 735-2988 VOICE
www.TexasAgriculture.gov
COMMERCIAL PESTICIDE APPLICATOR LICENSE
This is to certify that the person whose name appears below has met the requirements of Texas Agriculture Code Chapter 76, relating to
application of restricted -use or state -limited -use pesticides or regulated herbicides. This license is issued for purchase and application of
restricted -use or state -limited -use pesticides or regulated herbicides to be used according to label directions consistent with the use
categories listed below.
GLEN JENNINGS
1148 WHISTLE STOP DR
SAGINAW TX 76131
TDA Client No: 00454505
License No: 0592971
Effective Date: May 31, 2019
Expires: May 31, 2020
Categories:
3A
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d
7J
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III
_
F�1
.ti
Tfti
rJ
LLI
Cv io
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LL
'. 4 TREE Ca u
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!,
CITY OF
SOUTHLAKE
ADDENDUM NUMBER # 1
To: All Proposers
Date: December 23, 2019
Request for Proposal: RFP1911B200TS1900023 Provide Tree Services for City of Southlake
Proposal Due Date: 3:00 p.m., Tuesday January 7, 2020
1. Addendum No. 1, dated December 23, 2019, per Addendum #1, the City of Southlake is answering
vendor submitted questions.
Question: Will this proposal need to take into consideration any pruning or line clearance trimming within
10' of high voltage powerlines?
Answer: No. Pruning or trimming services around high voltage powerlines are coordinated through the
electrical provider.
2. There are no other changes. \
Mary organ
Deputy Director, Finance
City of Southlake
In the submission of their proposal, Proposer must acknowledge receipt of this addendum. Proposer shall
acknowledge this addendum by signing and returning one copy of this notice with their proposal submission.
Signed: Dated: Z�Z71 Z 1 �I
Company Name: T, P �r-,yam>_ 1 � C Cc T �R I
City of Southlake • Finance Department • 14M Main Street, Suite 420 • Southlake, Texas 76092
617.748.8312
Primary Responses
Success: All data is validl
mere
Bid/No
Services With Aborist
Bid
Tree Pruning Services with a Two (2) Man Crew
Success: All values provided
Bid
#1-1 I Per Hr S 13800 $ 13800
and Equipment
Success: All values provided
Bid
Tree Pruning Services with a Three (3) Man Crew
#1-2 1 Per Hr $ 19000 S 19000
and Equipment
Success: All values provided
Bid
Tree Pruning Services with a Four (4) Man Crew
#1-3 1 Per Hr S 240 0o S zoo 00
and Equipment
Services Without Aborist
Tree Pruning Services with a Two (2) Man Crew 1 PerHr S 13500 5 13500
Success: All values provided Bid a2 1 and Equipment
Success: All values provided Bid #2-2 Tree Pruning Services with a Three (3) Man Crew 1 Per Hr $ 18400 $184 00
and Equipment
Tree Pruning Services with a Four (4) Man Crew 1 Per Hr S 234 00 S 234 00
Success: All values provided Bid #2 3 and Equipment
Roadway Right of Way Clearing
Success: All values provided
Bid
#3-1
2 man crew (1) tree climber — (1) ground man 1
Per Hr
S 13800
$ 13800
Success: All valves provided
Bid
#3-2
3 man crew (2) tree climber — (1) ground man 1
Per Hr
$ 18800
5 18800
Success: All values provided
Bid
#3-3
4 man crew (2) tree climbers and (2) ground men 1
Per Hr
S 238 00
$ 238 00
Additional Services
Success: All values provided
Bid
94-1
Tree Cabling/Bracing, (2) man crew 1
Per Hr
S 14800
S 14800
Success: All values provided
Bid
a4-2
Air Spade Services with (2) man crew I
Per Hr
$ 15000
$ 15000
Bid
3
Additional crew member for Traffic Control, tree 1
Per Hr
S 55 00
S 55 00
Success: All values provided
pruning or tree removal services
Success: All values provided
Bid
#44
Knuckleboom Truck for debris removal with I
Per Hr
S 18400
$ 184 00
operator
Success: All values provided
Bid
44-5
Bucket Truck with Operator 1
Per Hr
S 15000
$ 15000
Success: All values provided
Bid
#4-6
Stump Grinding to Include All Stumps 1
Per Each
S 95 00
S 95 00
Regardless of Diameter
Bid
#4-7
Cost per hour for Certified Arborist to perform or I
Per Hr
$75 00
S 75 00
Success: All values provided
supervise work as required or requested
Fertilization - Soil Injection
I Foliar
Success: All values provided
Bid
#5-1
Fertilization — Soil Injection / Foliar. Per Inch. 1
Per Inch
$8 0o
$8 00
Success: All values provided
Bid
#5-2
Fertilization - Soil Injection I Foliar. Per Sq. Ft 1
Per Square Foot
$ 0 a0
$ 0 a0
Success: All values provided
Bid
95-3
Fertilization -Soil Injection I Foliar. Per Gallon 1
Per Gallon
$ 2 50
$ 2 50
Pesticide Application -
Soil Injection I
Foliar
$eCGfaa: All values provided
Bid
#S-1
Pesticide Application - Soil Injection / Foliar. Per 1
Per Inch
$ 1000
$ 1000
Inch.
Success: An values provided
Bid
#6-2
Pesticide Applications SoilInjection / Foliar. Per I
Per Square Foot
$ 0 50
$ 0 50
q• Ft
Success: All values provided
Bid
#6-3
Pesticide Application - Soil Injection I Foliar. Per I
Per Gallon
$ 3 00
$ 3 00
Gallon
Additional Vendor Fees Not Listed
All vendor travel charges should be included in
Success: All values provided
Bid
#7-1
hourly rates listed above. If they are not please I
Per Mile
$ 0 00
$ 0 00
list travel charge per mile.
All
Bid
#7-2
Per Mile charge to job location after 50 miles 1
Per Mile After 50
S o 00
$ 0 00
Success: values provided
from 76092
Miles
Success: All values provided
Bid
#7-3
Fuel Surcharge 1
Per Each Invoice
$ 0 00
$ 0 00