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Item 4E - MemoCity of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M December 2, 2022 TO: Shana K. Yelverton, City Manager FROM: Chris Tribble, Director of Community Services SUBJECT: Approve contract renewal for landscape services with O’Donnell’s Landscape Services, Inc. for an amount not to exceed the approved funding for contract landscape services ______________________________________________________________________ Action Requested: City Council approval of a contract renewal with O’Donnell’s Landscape Services, Inc. for citywide landscape services Background Information: The purpose of this item is to seek City Council approval to renew the contract for citywide landscape services. The City contracts landscape services for many areas owned and maintained by the City such as Southlake Town Square, parks, medians, rights-of-way, DPS facilities, Public Works service center, nature center, as well as various other municipal sites and properties owned by the City. The scope of services includes mowing; edging; trimming; fertilization; trash pick-up; maintenance of trees, turf, shrubs, and ground cover; landscape bed enhancements; seasonal color; pruning; mulch; rye grass; chemical application; and irrigation audits and repairs. In November 2020, staff issued a Request for Proposal for City landscape services. Seven (7) responses were received and evaluated by the review committee utilizing the required proposal criteria of price, vendor ability, experience, and history with the City. O'Donnell's Landscape Services, Inc., was ranked the highest, and determined as the best value vendor in all categories. Item 4E-1 Shana K. Yelverton, City Manager Meeting Date – January 3, 2023 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork The contract is an annual contract that includes a provision for up to four (4) one-year renewal options. This renewal will be the second of the four (4) one-year renewal options. The contract allows for a 1% rate increase at the time of renewal. O’Donnell’s Landscape Services has requested the increase. The Southlake Parks Development Corporation will consider this item, for contract services related to SPDC parks at the January 3rd meeting prior to the City Council meeting. Financial Considerations: Funding for landscape services is included annually within the City Council adopted General Fund, SPDC, TIRZ, and CIP budgets. For FY 2022, invoices for O’Donnell’s Landscape Services totaled $1,506,557. FY 2023 expenditures for contract landscape services will not exceed the funds allocated within the FY 2023 adopted budget. 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 invest to provide and maintain high quality public assets and collaborate with select partners to implement service solutions. Citizen Input/ Board Review: SPDC consideration January 3, 2023 City Council consideration January 3, 2023 Legal Review The contract for landscape services has been reviewed and recommended by the City Attorney. Alternatives: Alternatives may include: • Approve as presented • Approve with changes • Decision not to approve Attachments: Contract with O’Donnell’s Landscape Services, Inc. Recommendation: City Council approval of a contract renewal with O’Donnell’s Landscape Services, Inc. for citywide landscape services. Item 4E-2 December 6, 2022 O’Donnell’s Landscape Services, LLC 240 Timberline Lane Southlake, Texas 76092 Attn: Mr. Scott O’Donnell Subject: Notification of Contract Renewal for Landscape Services for City of Southlake RFP2010B540JC200011 Dear: Mr. O’Donnell: The City of Southlake is providing notification of contract renewal, pending City Council approval, for “Landscape Services for City of Southlake RFP2010B540JC200011”. This renewal shall become effective January 19, 2023 pending City Council approval (CC Award date _________) and shall continue in full force based on the terms and conditions of the initial award. As a condition of contract renewal, a price adjustment may be requested by the vendor and considered by the City. Price adjustments 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 vendor’s cost, not profit. Per the original documents, your company will be requesting a one percent (1%) increase in overall contract rates with this renewal. This increase has been approved and updated pricing is included with this renewal. The terms and conditions proposed and accepted in this renewal agreement are as follows: 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: Junior Camacho 817-748-8357 Send all billing to: City of Southlake accountspayable@ci.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 tslifka@ci.southlake.tx.us Attest: ________________________ Fax: 817-748-8010 Amy Shelley, TRMC City Secretary Contract Renewal Accepted: Signed: ____________________ Date: ______________ Approved as to Form and Legality: Mayor John Huffman _____________________ City of Southlake City Attorney Item 4E-3 1 Timothy Slifka From:Scott ODonnell <scottod@teamols.com> Sent:Thursday, December 1, 2022 7:27 PM To:Timothy Slifka Cc:Junior Camacho; Marcy Haddadi; Michael Reasoner; Rose Ferguson Subject:RE: Contract Renewal Importance:High Tim, Thanks for the communication. In today’s economic uncertainty getting a 1% is much needed. O’Donnell’s will very much be requesting the 1% increase at this renewal. I will complete the spreadsheet and required justification for the increase. All the best, Scott E. O’Donnell From: Timothy Slifka <tslifka@ci.southlake.tx.us> Sent: Thursday, December 1, 2022 4:33 PM To: Scott O'Donnell <scottod@teamols.com> Cc: Junior Camacho <fcamacho@ci.southlake.tx.us>; Marcy Haddadi <mhaddadi@ci.southlake.tx.us>; Michael Reasoner <MReasoner@ci.southlake.tx.us>; Rose Ferguson <RFerguson@ci.southlake.tx.us> Subject: Contract Renewal Good afternoon Scott. Our Parks department reached out to me seeking to renew our landscape contract. Will O’Donnell’s be requesting the 1% increase at this renewal or will pricing remain the same for this next renewal period? If your company will be requesting an increase, please complete the Excel Spreadsheet and return to me at your earliest convenience along with the required justification for the increase. Thank you in advance! Tim Timothy Slifka, CPPO, CPPB Purchasing Manager 1400 Main Street Suite 420 Southlake, Texas 76092 Phone: 817-748-8312 Fax: 817-748-8010 tslifka@ci.southlake.tx.us Item 4E-4 Pricing Information for O'Donnell's Current Cost Updated Cost FY 22-23 Increase Percentage GROUP 1 - FINISH MOWING AND LANDSCAPE SERVICES Town Hall Building - Mowing Services Per Scope of Services 21.00$ 21.21$ 1.0% Town Hall Building - Landscape Services Per Scope of Services 8.00$ 8.08$ 1.0% Rustin Park - Mowing Services Per Scope of Services 75.00$ 75.75$ 1.0% Rustin Park - Landscape Services Per Scope of Services 30.00$ 30.30$ 1.0% Family Park - Mowing Services Per Scope of Services 80.00$ 80.80$ 1.0% Family Park - Landscape Services Per Scope of Services 30.00$ 30.30$ 1.0% Central Park - Mowing Services Per Scope of Services 45.00$ 45.45$ 1.0% Central Park - Landscape Services Per Scope of Services 25.00$ 25.25$ 1.0% Summit Park - Mowing Services Per Scope of Services 112.00$ 113.12$ 1.0% Summit Park - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% Frank Cornish Park - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% McPherson Park - Mowing Services Per Scope of Services 90.00$ 90.90$ 1.0% McPherson Park - Landscape Services Per Scope of Services 20.00$ 20.20$ 1.0% DPS Headquarters - Mowing Services Per Scope of Services 75.00$ 75.75$ 1.0% DPS Headquarters - Landscape Services Per Scope of Services 25.00$ 25.25$ 1.0% Garden District - Mowing Services Per Scope of Services 75.00$ 75.75$ 1.0% Garden District - Landscape Services Per Scope of Services 25.00$ 25.25$ 1.0% Garden District Park - Mowing Services Per Scope of Services 90.00$ 90.90$ 1.0% Garden District Park - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% Tree Wells on Any Named Street - Landscape Services Per Scope of Services 20.00$ 20.20$ 1.0% Town Square Beds on Any Named Street - Landscape Services Per Scope of Services 84.00$ 84.84$ 1.0% Town Square FM 1709 Right-of-Way - Mowing Services Per Scope of Services 120.00$ 121.20$ 1.0% North Carroll Avenue Medians and Right-of-Way - Mowing Services Per Scope of Services 42.00$ 42.42$ 1.0% North Carroll Avenue Medians and Right -of-Way - Landscape Services Per Scope of Services 25.00$ 25.25$ 1.0% State Street Right-of-Way - Mowing Services Per Scope of Services 15.00$ 15.15$ 1.0% Bicentennial Park - Mowing Services Per Scope of Services 1,425.00$ 1,439.25$ 1.0% Bicentennial Park - Landscape Services Per Scope of Services 80.00$ 80.80$ 1.0% The Marq - Mowing Services Per Scope of Services 315.00$ 318.15$ 1.0% The Marq - Landscape Services Per Scope of Services 60.00$ 60.60$ 1.0% Southlake Tennis Center - Mowing Services Per Scope of Services 175.00$ 176.75$ 1.0% Southlake Tennis Center - Landscape Services Per Scope of Services 35.00$ 35.35$ 1.0% GROUP 2 - SEMI ROUGH MOWING AND LANDSCAPE SERVICES DPS West - Mowing Services Per Scope of Services 155.00$ 156.55$ 1.0% DPS West - Landscape Services Per Scope of Services 20.00$ 20.20$ 1.0% Royal & Smith Park - Mowing Services Per Scope of Services 220.00$ 222.20$ 1.0% Royal & Smith Park - Landscape Services Per Scope of Services 10.00$ 10.10$ 1.0% Item 4E-5 Southlake Sports Complex - Mowing Services Per Scope of Services 415.00$ 419.15$ 1.0% Southlake Sports Complex - Landscape Services Per Scope of Services 10.00$ 10.10$ 1.0% Southlake Sports Complex Fields Only - Mowing Services Per Scope of Services 175.00$ 176.75$ 1.0% DPS North - Mowing Services Per Scope of Services 310.00$ 313.10$ 1.0% DPS North - Landscape Services Per Scope of Services 20.00$ 20.20$ 1.0% Public Works Operations - Mowing Services Per Scope of Services 210.00$ 212.10$ 1.0% Public Works Operations - Landscape Services Per Scope of Services 10.00$ 10.10$ 1.0% Southlake Activity Center - Mowing Services Per Scope of Services 235.00$ 237.35$ 1.0% Southlake Activity Center - Landscape Services Per Scope of Services 10.00$ 10.10$ 1.0% Stone Lakes Walkway - Mowing Services Per Scope of Services 17.00$ 17.17$ 1.0% Stone Lakes Walkway - Landscape Services Per Scope of Services 8.00$ 8.08$ 1.0% Pump Station # 1 - Mowing Services Per Scope of Services 215.00$ 217.15$ 1.0% Pump Station # 1 - Landscape Services Per Scope of Services 10.00$ 10.10$ 1.0% Pump Station # 2 - Mowing Services Per Scope of Services 190.00$ 191.90$ 1.0% Pump Station # 2 - Landscape Services Per Scope of Services 10.00$ 10.10$ 1.0% East Haven Park - Mowing Services Per Scope of Services 38.00$ 38.38$ 1.0% East Haven Park - Landscape Services Per Scope of Services 2.00$ 2.02$ 1.0% Koality Park - Mowing Services Per Scope of Services 120.00$ 121.20$ 1.0% Koality Park - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% Liberty Park at Sheltonwood - Mowing Services Per Scope of Services 200.00$ 202.00$ 1.0% Liberty Park at Sheltonwood - Landscape Services Per Scope of Services 20.00$ 20.20$ 1.0% Lonesome Dove Park - Mowing Services Per Scope of Services 155.00$ 156.55$ 1.0% Lonesome Dove Park - Landscape Services Per Scope of Services 10.00$ 10.10$ 1.0% Noble Oaks Park - Mowing Services Per Scope of Services 185.00$ 186.85$ 1.0% Noble Oaks Park - Landscape Services Per Scope of Services 5.00$ 5.05$ 1.0% Bob Jones Park - Mowing Services Per Scope of Services 1,000.00$ 1,010.00$ 1.0% Bob Jones Park - Landscape Services Per Scope of Services 20.00$ 20.20$ 1.0% Chesapeake Park - Mowing Services Per Scope of Services 250.00$ 252.50$ 1.0% Chesapeake Park - Landscape Services Per Scope of Services 10.00$ 10.10$ 1.0% North Park - Mowing Services Per Scope of Services $ 700.00 707.00$ 1.0% North Park - Landscape Services Per Scope of Services 30.00$ 30.30$ 1.0% Gateway Park - Mowing Services Per Scope of Services 56.00$ 56.56$ 1.0% Gateway Park - Landscape Services Per Scope of Services 5.00$ 5.05$ 1.0% Oak Pointe Park - Mowing Services Per Scope of Services $ 100.00 101.00$ 1.0% McPherson Branch Channel - Mowing Services Per Scope of Services $ 20.00 20.20$ 1.0% McPherson Branch Channel - Landscape Services Per Scope of Services $ 15.00 15.15$ 1.0% GROUP 3 - ROUGH CUT /RIGHT OF WAY MOWING North Kimball Lot - Mowing Services Per Scope of Services 15.00$ 15.15$ 1.0% Item 4E-6 Shady Lane Lift Station - Mowing Services Per Scope of Services 30.00$ 30.30$ 1.0% Torian Lift Station - Mowing Services Per Scope of Services 20.00$ 20.20$ 1.0% Torian Lift Station - Landscape Services Per Scope of Services 5.00$ 5.05$ 1.0% Shumaker Lot - Mowing Services Per Scope of Services 30.00$ 30.30$ 1.0% Lonesome Dove Lots - Mowing Services Per Scope of Services 30.00$ 30.30$ 1.0% Lonesome Dove Lift Station - Mowing Services Per Scope of Services 35.00$ 35.35$ 1.0% Dove Estates Lift Station (Peninsula Drive) - Mowing Services Per Scope of Services 30.00$ 30.30$ 1.0% Harbor Court Trailhead - Mowing Services Per Scope of Services 30.00$ 30.30$ 1.0% Quail Run Lift Station - Mowing Services Per Scope of Services 15.00$ 15.15$ 1.0% Quail Run Lift Station - Landscape Services Per Scope of Services 5.00$ 5.05$ 1.0% North Carroll Lot - Mowing Services Per Scope of Services 25.00$ 25.25$ 1.0% Loch Meadow Lift Station - Mowing Services Per Scope of Services 30.00$ 30.30$ 1.0% Dove Tower Lots - Mowing Services Per Scope of Services 100.00$ 101.00$ 1.0% Lot Across from Bob Jones Park - Mowing Services Per Scope of Services 28.00$ 28.28$ 1.0% North White Chapel Lift Station - Mowing Services Per Scope of Services 28.00$ 28.28$ 1.0% Homestead Lot - Mowing Services Per Scope of Services 30.00$ 30.30$ 1.0% Bob Jones Nature Center & Trails - Mowing Services Per Scope of Services 210.00$ 212.10$ 1.0% Bob Jones Nature Center & Trails - Landscape Services Per Scope of Services 25.00$ 25.25$ 1.0% West Bob Jones Lift Station - Mowing Services Per Scope of Services 15.00$ 15.15$ 1.0% Sutton Place Lot - Mowing Services Per Scope of Services 30.00$ 30.30$ 1.0% Florence Tower - Mowing Services Per Scope of Services 60.00$ 60.60$ 1.0% Pine Lot - Mowing Services Per Scope of Services 30.00$ 30.30$ 1.0% Miron Tower - Mowing Services Per Scope of Services 65.00$ 65.65$ 1.0% Gateway Lift Station - Mowing Services Per Scope of Services 25.00$ 25.25$ 1.0% Gateway Lift Station - Landscape Services Per Scope of Services 5.00$ 5.05$ 1.0% Bank Street Lift Station - Mowing Services Per Scope of Services 30.00$ 30.30$ 1.0% Westlake Lift Station - Mowing Services Per Scope of Services $ 20.00 20.20$ 1.0% Westlake Lift Station - Landscape Services Per Scope of Services $ 5.00 5.05$ 1.0% Shady Oaks Lift Stations (2) - Mowing Services Per Scope of Services 10.00$ 10.10$ 1.0% Shady Oaks Lift Stations (2) - Landscape Services Per Scope of Services 5.00$ 5.05$ 1.0% Highway 114 Right-of-Ways & Bridges - Mowing Services Per Scope of Services 500.00$ 505.00$ 1.0% Highway 114 Center Areas - Mowing Services Per Scope of Services $ 3,000.00 3,030.00$ 1.0% Right-of-Ways North of 114 - Mowing Services Per Scope of Services $ 1,300.00 1,313.00$ 1.0% Right-of-Ways South of 114 - Mowing Services Per Scope of Services 1,500.00$ 1,515.00$ 1.0% Item 4E-7 GROUP 4 - BRUSH HOG MOWING Foxfire Lot - Mowing Services Per Scope of Services 50.00$ 50.50$ 1.0% East Highland Lot - Mowing Services Per Scope of Services 150.00$ 151.50$ 1.0% GROUP 5 - ROUNDABOUTS AND PORTALS - LANDSCAPE SERVICES ONLY Roundabout Carroll - Continental - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% Roundabout White Chapel - Continental - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% Roundabout White Chapel - Dove - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% Roundabout Carroll - Dove - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% Roundabout Sam School Road - Dove - Mowing Services Per Scope of Services 25.00$ 25.25$ 1.0% Roundabout Sam School Road - Dove - Landscape Services Per Scope of Services 10.00$ 10.10$ 1.0% White Chapel - Highland - Mowing Services Per Scope of Services 20.00$ 20.20$ 1.0% White Chapel - Highland - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% Zena Rucker - Tower Blvd - Mowing Services Per Scope of Services 75.00$ 75.75$ 1.0% Zena Rucker - Tower Blvd - Landscape Services Per Scope of Services 10.00$ 10.10$ 1.0% Hwy 114 Monument Sign - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% Peytonville Portal at 1709 - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% White Chapel Portal at 1709 - Landscape Services Per Scope of Services 15.00$ 15.15$ 1.0% GROUP 6 - MEDIANS – SEMI ROUGH MOWING AND LANDSCAPE SERVICES Hwy 114 Corridor at 1709 - Mowing Services Per Scope of Services 60.00$ 60.60$ 1.0% Hwy 114 Corridor at 1709 - Landscape Services Per Scope of Services 30.00$ 30.30$ 1.0% FM 1709 Medians - Landscape Services Per Scope of Services 850.00$ 858.50$ 1.0% Carroll Avenue Medians - Mowing Services Per Scope of Services 60.00$ 60.60$ 1.0% Carroll Avenue Medians - Landscape Services Per Scope of Services 20.00$ 20.20$ 1.0% Kimball Avenue Medians - Mowing Services Per Scope of Services 60.00$ 60.60$ 1.0% Kimball Avenue Medians - Landscape Services Per Scope of Services 50.00$ 50.50$ 1.0% West Kirkwood Blvd Medians and Dove Medians - Mowing Services Per Scope of Services 400.00$ 404.00$ 1.0% West Kirkwood Blvd Medians and Dove Medians - Landscape Services Per Scope of Services 50.00$ 50.50$ 1.0% East Kirkwood Blvd Medians - Mowing Services Per Scope of Services 40.00$ 40.40$ 1.0% East Kirkwood Blvd Medians - Landscape Services Per Scope of Services 50.00$ 50.50$ 1.0% FM 1938 Medians and Right-of-Ways - Mowing Services Per Scope of Services 400.00$ 404.00$ 1.0% FM 1938 Medians and Right-of-Ways - Landscape Services Per Scope of Services 75.00$ 75.75$ 1.0% Nolan Street Medians - Mowing Services Per Scope of Services 25.00$ 25.25$ 1.0% White Chapel Medians - Mowing Services Per Scope of Services -$ -$ White Chapel Medians - Landscape Services Per Scope of Services 35.00$ 35.35$ 1.0% GROUP 7 - MISCELLANEOUS SERVICES OR PRODUCTS – TO BE PART OF EVERY GROUP Item 4E-8 Hourly Labor Rate for “As Requested” Services 30.00$ 30.30$ 1.0% Code Enforcement Abatement Mowing Per Scope of Services 30.00$ 30.30$ 1.0% Hand Watering Services 35.00$ 35.35$ 1.0% Park Hardscape Mason Lead 100.00$ 101.00$ 1.0% Park Hardscape Mason 55.00$ 55.55$ 1.0% Soil Preparation Services Per Scope of Services – Per Individual for Hydro-Mulching Services 30.00$ 30.30$ 1.0% Light Grading Soil Preparation Services Per Scope of Services for Sod and Hydro Mulching Services – Per Individual 30.00$ 30.30$ 1.0% Line Trimming and/or Edging Services for Additional Sidewalk and Fence Lines Added Throughout City per Scope of Services.0.01$ 0.0101$ 1.0% Core Aeration of Turf per Scope of Services 0.03$ 0.0303$ 1.0% Removal and Disposal of Core Aeration Plugs per Scope of Services 0.05$ 0.0505$ 1.0% Machine Verticutting of Turf per Scope of Services 0.01$ 0.0101$ 1.0% Top Dressing Services Including Labor Per Sq. Ft.0.01$ 0.0101$ 1.0% Vendor Material Cost. Vendor Discount off of List Price.2% 2%0.0% Provide and Apply Hardwood No-Float Mulch as Required/Requested per Scope of Services.3.00$ 3.03$ 1.0% Provide and Apply Cedar No-Float Mulch as Required/Requested per Scope of Services.2.50$ 2.53$ 1.0% Color Change Out of Flower Beds Per Provided Flat Price Based on a 4” Pot Plant Size Quantity of 18 Plants Per Flat Per Scope of Services.35.00$ 35.35$ 1.0% Rye Grass Over-Seeding. Price to Include Labor Related Charges Only per Scope of Services.0.07$ 0.0707$ 1.0% Landscape Services for Additional Tree Wells as Requested.2.00$ 2.02$ 1.0% Acorn or Leaf Removal Services 0.05$ 0.0505$ 1.0% Delivery of Plant Materials, Mulch, Landscape Materials 150.00$ 151.50$ 1.0% Hydro-Mulching Services (Does not include seed cost or prep services cost but does include mulch, fertilizer, water and installation services.)0.21$ 0.2121$ 1.0% GROUP 8 - IRRIGATION SERVICES TO BE PART OF EVERY GROUP Licensed Irrigator 75.00$ 75.75$ 1.0% Irrigation Tech 75.00$ 75.75$ 1.0% Irrigation Helper 75.00$ 75.75$ 1.0% Irrigation Audit Per Controller and Required Repairs. All Locations.75.00$ 75.75$ 1.0% Parts Cost. Vendor discount from List Price % for Irrigation New or Repair Parts 2% 2%0.0% GROUP 9 - FERTILIZATION AND WEED CONTROL SERVICES - TO BE PART OF EVERY GROUP Fertilizer Application Per Sq. Ft. of Chemical Applied. (Labor Cost)0.01$ 0.0101$ 1.0% Fertilizer Application Per Sq. Ft. of Granular Applied. (Labor Cost)0.01$ 0.0101$ 1.0% Vendor Discount off of Mfg. List Price of Chemical Fertilizer Product Applied 5% 5%0.0% Item 4E-9 Vendor Discount off of Mfg. List Price of Granular Fertilizer Product Applied 5% 5%0.0% Pesticide or Herbicide Application Per Unit of Measure of Chemical Applied (Labor Cost)0.01$ 0.01$ 0.0% Pesticide or Herbicide Application Per Sq. Ft. of Granular Applied. (Labor Cost)0.01$ 0.01$ 0.0% Vendor Discount off of Mfg. List Price of Chemical Pesticide or Herbicide Product Applied.5% 5%0.0% Vendor Discount off of Mfg. List Price of Granular Pesticide or Herbicide Product Applied.5% 5%0.0% Item 4E-10 SOCmr KE ORIGINAL DOCUMENT I ,CITY OF SOUTHLAKE Council Action:ON W„," Ord./Res.No. December 15,2021 Date Approved i 15 ;0% O'Donnell's Landscape Services,LLC 240 Timberline Lane Southlake,Texas 76092 Attn: Mr. Scott O'Donnell Subject: Notification of Contract Renewal for Landscape Services for City of Southlake RFP2010B540JC200011 Dear: Mr.O'Donnell: The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Landscape Services for City of Southlake RFP2010B540JC200011". This renewal shall become effective January 19,2022 pending City Council approval(CC Award date'`&/n— )and shall continue in full force based on the terms and conditions of the initial award. As a condition of contract renewal, a price adjustment may be requested by the vendor and considered by the City. Price adjustments 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 vendor's cost,not profit.Per the original documents your company will not be requesting an increase at this renewal. The terms and conditions proposed and accepted in this renewal agreement are as follows: 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: Junior Camacho 817-748-8357 Send all billing to:City of Southlake accountspayable@ci.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 r/friAd 0 '0 / I Purchasing Manager CPPO, PPB City of Southlake c N LA 1400 Main Street, Suite 420 J.••T . Southlake,Texas 76092 co; f' tslifka@ci.southlake.tx.us Fax: 817-748-8010 3 = Shelley,T C Sri 4:City Secretary Contract new 1 Accep t) •• Signed: Date: `C I i, ice' Il"' p oved as orm gality: Ma r John fman I' 1, City of Southlake City Attorney Item 4E-11 Lily of ORIGINAL DOCUMENT SOUTHLAKE CITY OF SOUTILAKE 0 Council Action:QN Ord./Res..No. Date Approved 1 l la f Zl January 19, 2021 O'Donnell's Landscape Services,LLC 240 Timberline Lane Southlake, Texas 76092 Attn: Mr. Scott O'Donnell Subject: Award Notification of Contract for Landscape Services for City of Southlake RFP2010B540JC200011 Dear Mr. O'Donnell: The City of Southlake is pleased to inform you that O'Donnell's Landscape Services, LLC of Southlake, Texas is the awarded vendor for Landscape Services for City of Southlake RFP2010B540JC200011" The award and this agreement are based on your proposal to the City, copy enclosed. This is a single vendor away contract. Your company's award is attached.This award was approved by the City of Southlake City Council on 11`t'z-1 . The terms and conditions proposed and accepted in this agreement are as follows: 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 award and is eligible for up to four(4)one(1)year annual renewals City Contact: Junior Camacho 817-748-8357 Send all billing to: City of Southlake 1400 Main Street,Suite 420,Accounts Payable Southlake,TX 76092 or via email to accountspavableOci.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, Timothy Slifka`: Tim Slifka, Purchasing Manage PPB r\\Y 11LA City of Southlake cos; F 1400 Main Street, Suite 420 Z. 4 r Southlake,Texas 76092 Y tslifkac ci.southlake.tx.us Att Amy ellej C Contract and A and Accept d: City Secretarli Signed: It Date: AkC\2` Ap oed as to F ym a C.49 0 Ma r Laura Hill City of Southlake ity Attorney Item 4E-12 LII Y C)f SOUTHLAKE 0 December 8, 2020 O'Donnell's Landscape Services, LLC 240 Timberline Lane Southlake, Texas 76092 Attn: Mr. Scott O'Donnell Subject: Award Notification of Contract for Landscape Services for City of Southlake RFP2010B540JC200011 Dear Mr. O'Donnell: The City of Southlake is pleased to inform you that O'Donnell's Landscape Services, LLC of Southlake, Texas is the awarded vendor for Landscape Services for City of Southlake RFP2010B540JC200011" The award and this agreement are based on your proposal to the City, copy enclosed. This is a single vendor award contract. Your company's award is attached. This award was approved by the City of Southlake City Council on The terms and conditions proposed and accepted in this agreement are as follows: 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 award and is eligible for up to four(4) one (1) year annual renewals City Contact: Junior Camacho 817-748-8357 Send all billing to: City of Southlake 1400 Main Street, Suite 420,Accounts Payable Southlake, TX 76092 or via email to 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. Sincere , moi Tim Slifka, CPPO, CPPB Purchasing Manager City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 V maQ tslifka@ci.southlake.tx.us Attest: Utr001^ca, 1-0146_5, TRMC Contract - , and Accepted: DefUh, City Secretary Signed: A ,.u_' .A 4w Date: (0 f" 0 5" Z App led as • Fo m and egality: Ma•or Laura Hill ft._,,.- 0' 4.., 1 . 11. 11 City of Southlake ity Attor ey Item 4E-13 Appendix B — Proposal Submittal Checklist: (To determine validity of proposal) of Appendix B(pages_16_through_25_)must be included in the proposal submittal I Appendix C Conflict of Interest Form(page_25_)must be included in the proposal submittal. Form 1295 Certificate of Interested Party must be included in the proposal submittal.See page 2. HB 89 and SB 252 acknowledgement.See Page_22_. V Vendor Equipment List Vendor Licenses(as required) All proposals submitted to the City of Southlake shall include this page with the submitted Proposal. RFP Number: RFP2010B540JC200011 Project Title:Landscape Services for City of Southlake Submittal 3:00 P.M. (CST), Friday November 20, 2020 Deadline: Submit Electronically* to: https://southlake.bonfirehub.com/login Requires email account login and password. Proposer Information: Proposer's Legal Name: CY.por.3aELL'S %ANNOse"PE:0.J"A.0 es, LLC Address: Z MO C f rv 6EI .L1-+.1e. LANE City,State&Zip Se0T?1LA k E i tX fk S 'l 42 0a11. Federal Employers 5 Z g 0(060%0IdentificationNumber# Phone Number: 56 1'1 • S V L•14,4A9$ Fax Number:tort S 1 E-Mail Address: \'v co e, }!°"a^ O . co r Proposer Authorization I,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 Re resentative: SCS 1:::t'ttatt,now-t Signature of Authorized Representative: Signed this (41. 1`‘'' ( day)of Nk o.) month),Zo?A (year) I learned of this Request for Proposals by the following means: Newspaper Advertisement City E-mail Notification Southlake Website Cold Call to City Mailed Me a Copy Other 7 Bonfire City of Southlake RFP2010B540JC200011 Page 16 of 26 Item 4E-14 Primary Responses Success:All data is valid) Numeric Bid/No Bid Item Map tt Quantity Unit of Measure Unit Price Total Cost Decision Required Group 1 -Finish Mowing and Landscape Services Town Hall Building-Mowing Services Per Scope Success.All values provided Bid #1-1 1 52 Per Each Service $21.00 $1,092.00 of Services Town Hall Building-Landscape Services PerSuccess:All values provided Bid #.-2 1 52 Per Each Service S 8.00 416.00 Scope of Services Rustin Park-Mowing Services Per Scope ofSuccess:All values provided Bid #1-3 2 52 Per Each Service $75.00 $3,900.00 Services Success.All values provided Bid # _a Rustin Park-Landscape Services Per Scope of 52 Per Each Service $30.00 $1,560.00 Services Family Park-Mowing Services Per Scope of Success:All values provided Bid #1-5 3 52 Per Each Service $80.00 $4, 160.00 Services Family Park-Landscape Services Per Scope ofSuccess:All values provided Bid n'.- 3 52 Per Each Service $30.00 $1,560.00 Services Central Park-Mowing Services Per Scope ofSuccess:All values provided Bid #1-7 4 52 Per Each Service $45.00 $2,340.00 Services Success:All values provided Bid #1-8 Central Park-Landscape Services Per Scope of a 52 Per Each Service $25.00 $1,300.00 Services Summit Park-Mowing Services Per Scope ofSuccess:All values provided Bid #1-9 5 52 Per Each Service $112.00 $5,824.00 Services Success:All values provided Bid #1-10 Summit Park-Landscape Services Per Scope of 5 52 Per Each Service $15.00 $780.00 Services Frank Cornish Park-Landscape Services Per Success.All values provided Bid #1-11 6 52 Per Each Service $15.00 $780.00 Scope of Services McPherson Park-Mowing Services Per Scope of _Success:All values provided Bid #1-12 52 Per Each Service $90.00 $4,680.00 Services McPherson Park-Landscape Services Per Success:All values provided Bid #1-13 7 52 Per Each Service $20.00 $1,040.00 Scope of Services DPS Headquarters-Mowing Services Per ScopeSuccess:All values provided Bid #'-1a d 52 Per Each Service $75. 00 5 3.900.00 of Services Success All valuesprovided DPS Headquarters-Landscape Services Per Bid #1-15 Scope of Services 8 52 Per Each Service $25.00 $1,300.00 Garden District-Mowing Services Per Scope ofSuccess:All values provided Bid #1-16 9 52 Per Each Service $75.00 $3,900.00 Services Garden District-Landscape Services Per Scope Success:All values provided Bid #1-17 9 52 Per Each Service $25.00 $1,300.00 of Services Success:All values provided Bid #1-18 Garden District Park-Mowing Services Per 9 Park 52 Per Each Service $90. 00 $4,680.00 Scope of Services Item 4E-15 Garden District Park-Landscape Services Per Success.All values provided Bid #1-19 Scope of Services 9 Park 52 Per Each Service $15.00 $780.00 Tree Wells on Any Named Street-Landscape Success:All values provided Bid x-21 Services Per Scope of Services 52 Per Each Service $20. 00 $1.040.00 Town Square Beds on Any Named Street- Success:All values provided Bid #1-2' Landscape Services Per Scope of Services 11 52 Per Each Service $84.00 $4,368.00 Town Square FM 1709 Right-of-Way-MowingSuccess:All values provided Bid 0' Services Per Scope of Services 12 52 Per Each Service $120.00 $6.240.00 Success:All values provided Bid 01-23 North Carroll Avenue Medians and Right-of-Way- 13 52 Per Each Service $42.00 $2,184.00 Mowing Services Per Scope of Services North Carroll Avenue Medians and Right-of-Way• Success:All values provided Bid 01-24 13 52 Per Each Service $25.00 $1.300.00 Landscape Services Per Scope of Services State Street Right-of-Way-Mowing Services PerSuccess:All values provided Bid #1-25 Scope of Services 14 52 Per Each Service $15.00 $780.00 Bicentennial Park-Mowing Services Per Scope Success.All values provided Bid #1-26 15 52 Per Each Service $1,425.00 $ 74,100.00 of Services Bicentennial Park-Landscape Services Per Success:All values provided Bid #1-27 Scope of Services 15 52 Per Each Service $80.00 $4,160.00 The Marq-Mowing Services Per Scope ofSuccess:All values provided Bid #1-28 16 52 Per Each Service $315.00 $16,380.00 Services Success:NI values provided Bid 01-29 The Marq-Landscape Services Per Scope of 16 52 Per Each Service $60.00 $3,120.00 Services Success:All valuesprovided Southlake Tennis Center-Mowing Services PerBid #1-30 Scope of Services 17 52 Per Each Service $175.00 $9,100.00 Southlake Tennis Center-Landscape Services Success:All values provided Bid #1-31 17 52 Per Each Service $35.00 $1,820.00 Per Scope of Services Group 2-Semi Rough Mowing and Landscape Services DPS West-Mowing Services Per Scope ofSuccess:All values provided Bid #2-1 18 48 Per Each Service $155.00 $7,440.00 Services DPS West-Landscape Services Per Scope of Success:All values provided Bid #2-2 18 48 Per Each Service $20. 00 $960.00 Services Royal&Smith Park-Mowing Services Per Scope Success:All values provided Bid 02-3 19 48 Per Each Service $220.00 $10,560.00 of Services Royal&Smith Park-Landscape Services Per Success:All values provided Bid 02-4 19 48 Per Each Service $10.00 $480.00 Scope of Services Southlake Sports Complex-Mowing ServicesSuccess:All values provided Bid 02-5 20 48 Per Each Service $415.00 $19.920.00 Per Scope of Services Southlake Sports Complex-Landscape Services Success:All values provided Bid 02-4 Per Scope of Services 20 48 Per Each Service $10.00 $480.00 Item 4E-16 Southlake Sports Complex Fields Only-Mowing Success:All values provided Bid #2-7 20 Fields 48 Per Each Service $175.00 $8,400.00 Services Per Scope of Services DPS North-Mowing Services Per Scope of Success:All values provided Bid #2-e 21 48 Per Each Service $310.00 $14,880.00 Services DPS North-Landscape Services Per Scope of Success:All values provided Bid #2-4 48 Per Each Service $20.00 $960.00 Services Public Works Operations-Mowing Services Per Success-All values provided Bid #2-12 Scope of Services 22 30 Per Each Service $210.00 $6,300.00 Public Works Operations-Landscape Services Success.All values provided Bid #2.11 Per Scope of Services 30 Per Each Service $10.00 $300.00 Southlake Activity Center-Mowing Services PerSuccess:All values provided Bid #2-12 48 Per Each Service $235.00 $11280.00 Scope of Services Southlake Activity Center-Landscape Services Success:All values provided Bid #2- 13 23 48 Per Each Service $10.00 $480.00 Per Scope of Services Stone Lakes Walkway-Mowing Services Per Success.All values provided Bid #2-14 24 48 Per Each Service $17.00 $816.00 Scope of Services Stone Lakes Walkway-Landscape Services PerSuccess.All values provided Bid #2 ':. 24 48 Per Each Service $8.00 $384.00 Scope of Services Success:All values provided Bid #2-t6 Pump Station#1-Mowing Services Per Scope 25 48 Per Each Service $215.00 $10,320.00 of Services Pump Station#1 -Landscape Services Per Success:All values provided Bid #2-17 25 48 Per Each Service $10.00 $480.00 Scope of Services Pump Station#2-Mowing Services Per ScopeSuccess:All values provided Bid #2.18 26 48 Per Each Service $190.00 $9,120.00 of Services Pump Station#2-Landscape Services Per Success:All values provided Bid #2-19 48 Per Each Service $10.00 $480.00 Scope of Services Success:All valuesprovided East Haven Park-Mowing Services Per Scope ofBid #2-20 48 Per Each Service $38.00 $1,824.00 Services Success:All valuesprovided East Haven Park-Landscape Services Per Bid v:' • 27 48 Per Each Service $2.00 5 96.00 Scope of Services Koality Park-Mowing Services Per Scope ofSuccess:All values provided Bid #2-22 28 48 Per Each Service $120.00 $5,760.00 Services Koality Park-Landscape Services Per Scope of Success:All values provided Bid #2-23 48 Per Each Service $15.00 5 720.00 Services Liberty Park at Sheltonwood-Mowing ServicesSuccess.All values provided Bid #2-24 Per Scope of Services 29 48 Per Each Service $200.00 $9,600.00 Success.All values provided Bid #2-28 Liberty Park at Sheltonwood-Landscape 48 Per Each Service $20.00 $960.00 Services Per Scope of Services Lonesome Dove Park-Mowing Services Per Success.All values provided Bid #2-28 10 48 Per Each Service $155.00 $7,440.00 Scope of Services Lonesome Dove Park-Landscape Services Per Success:All values provided Bid #2-27 30 48 Per Each Service S 10.00 $480.00 Scope of Services Item 4E-17 Noble Oaks Park-Mowing Services Per Scope ofSuccess:All values provided Bid #2-28 Services 31 48 Per Each Service $185.00 $8,880.00 Noble Oaks Park-Landscape Services Per Success:All values provided Bid #2-29 Scope of Services 31 48 Per Each Service $5.00 $240.00 Bob Jones Park-Mowing Services Per Scope of Success:All values provided Bid #2--;0 Services 32 48 Per Each Service $1,000.00 5 48.000.00 Bob Jones Park-Landscape Services Per Scope Success:All values provided Bid #2-31 of Services 32 48 Per Each Service $20.00 $960.00 Chesapeake Park-Mowing Services Per Scope Success:All values provided Bid #2-32 of Services 33 48 Per Each Service $250.00 $12,000.00 Chesapeake Park-Landscape Services Per Success:All values provided Bid #2-% Scope of Services 33 48 Per Each Service $10.00 $480.00 Success:All values provided Bid #2-34 North Park-Mowing Services Per Scope of 34 48 Per Each Service $700.00 $33,600.00 Services North Park-Landscape Services Per Scope of Success:All values provided Bid #2-35 34 48 Per Each Service $30.00 $1,440.00 Services Gateway Park-Mowing Services Per Scope ofSuccess:All values provided Bid #2-36 Services 35 30 Per Each Service $58.00 $1,680.00 Success:All values provided Gateway Park-Landscape Services Per Scope ofBid #2-3r 35 30 Per Each Service $5.00 $150.00 Services Success All valuesprovided Oak Pointe Park-Mowing Services Per Scope ofBid #2-38 36 4 Per Each Service $100.00 $400.00 Services Success.All values provided McPherson Branch Channel-Mowing ServicesBid #2 35 Per Scope of Services 48 Per Each Service $20.00 $960.00 Success.All values McPherson Branch Channel-Landscape provided Bid #2-40 48 Per Each Service S 15.00 $720.00 Services Per Scope of Services Group 3-Rough Cut Mowing/Right-of-Way Mowing North Kimball Lot-Mowing Services Per ScopeSuccess:All values provided Bid #3-1 38 30 Per Each Service $15.00 $450.00 of Services Shady Lane Lift Station-Mowing Services PerSuccess:All values provided Bid #3-2 39 30 Per Each Service $30.00 $900.00 Scope of Services Success:All values provided Bid #3-3 Torian Lift Station-Mowing Services Per Scope 1,. 48 Per Each Service $20. 00 $960.00 of Services Torian Lift Station-Landscape Services Per Success:All values provided Bid #3-4 Scope of Services 40 48 Per Each Service $5.00 240.00 Shumaker Lot-Mowing Services Per Scope ofSuccess:All values provided Bid v 533 41 30 Per Each Service $30.00 $900.00 Services Success:All values provided Bid #3-6 Lonesome Dove Lots-Mowing Services Per 42 30 Per Each Service $30.00 $900.00 Scope of Services Lonesome Dove Lift Station-Mowing Services Success.All values providedBid #3 Per Scope of Services 43 30 Per Each Service $35.00 $1,050.00 Item 4E-18 Dove Estates Lift Station(Peninsula Drive)- Success:All values provided Bid #3-8 Mowing Services Per Scope of Services 44 30 Per Each Service $30.00 $900.00 Success:All values provided Bid #3- q Harbor Court Trailhead-Mowing Services Per 45 30 Per Each Service $30.00 $900.00 Scope of Services Quail Run Lift Station-Mowing Services Per Success:All values provided Bid #.7-1" Scope of Services 46 30 Per Each Service $15.00 $450.00 Quail Run Lift Station-Landscape Services Per Success:All values provided Bid #3-11SCOpe of 30 Per Each Service $5.00 $150.00 North Carroll Lot-Mowing Services Per Scope of Success:All values provided Bid #3-l2 4. 30 Per Each Service $25.00 $ 750.00 Services Loch Meadow Lift Station-Mowing Services Per Success:All values provided Bid #";-!3 48 30 Per Each Service $30.00 $900.00 Scope of Services Dove Tower Lots-Mowing Services Per Scope ofSuccess:All values provided Bid #3-14 49 30 Per Each Service $100.00 $3,000.00 Services Lot Across from Bob Jones Park-MowingSuccess:All values provided Bid #3-15 50 30 Per Each Service $28.00 $ 840.00 Services Per Scope of Services Success:All values provided Bid #3-16 North White Chapel Lift Station-Mowing5.1 30 Per Each Service $28.00 $840.00 Services Per Scope of Services Success:All values provided Homestead Lot-Mowing Services Per Scope ofBid #'-3-1% 52 30 Per Each Service $30.00 $900.00 Services Success:All values provided Bid /13- 18 Bob Jones Nature Center&Trails-Mowing 30 Per Each Service $210.00 $6,300.00 Services Per Scope of Services Bob Jones Nature Center&Trails-Landscape Success:All values provided Bid #3-19 30 Per Each Service $25.00 $750.00 Services Per Scope of Services Success:All values provided Bid #3-20 West Bob Jones Lift Station-Mowing Services 84 30 Per Each Service $15.00 $450.00 Per Scope of Services Sutton Place Lot-Mowing Services Per Scope ofSuccess:All values provided Bid 43-21 55 30 Per Each Service $30.00 $900.00 Services Florence Tower-Mowing Services Per Scope of Success:All values provided Bid #3-22 56 30 Per Each Service $60.00 $1,800.00 Services Success:All values provided Bid #3-23 Pine Lot-Mowing Services Per Scope of 57 30 Per Each Service $30.00 $900.00 Services Success:All values provided Bid #3-24 Miron Tower-Mowing Services Per Scope of 58 30 Per Each Service $65.00 $1.950.00 Services Success:All valuesprovided Gateway Lift Station-Mowing Services PerBid #3 25 Scope of Services 59 30 Per Each Service $25.00 $750.00 Success.All values provided Bid #3-25 Gateway Lift Station-Landscape Services Per 59 30 Per Each Service $5.00 150.00 Scope of Services Bank Street Lift Station-Mowing Services PerSuccess.All values provided Bid #'-2,- 60 30 Per Each Service $30.00 $900.00 Scope of Services Westlake Lift Station-Mowing Services Per Success:All values provided Bid #3-28 61 30 Per Each Service $20.00 $600.00 Scope of Services Item 4E-19 Westlake Lift Station-Landscape Services Per Success:All values provided Bid #3-25 61 30 Per Each Service $5.00 $150.00 Scope of Services Shady Oaks Lift Stations(2)-Mowing Services Success:All values provided Bid #3-30 Per Scope of Services 52 30 Per Each Service $10.00 $300.00 Success:All values provided Bid #3-31 Shady Oaks Lift Stations(2)-Landscape 62 30 Per Each Service $5.00 $150.00 Services Per Scope of Services Success:All values provided Bid #3-32 Highway 114 Right-of-Ways 8 Bridges-Mowing 63 30 Per Each Service $500.00 $15,000.00 Services Per Scope of Services Highway 114 Center Areas-Mowing Services PerSuccess:All values provided Bid #1 64 4 Per Each Service $3,000.00 $12,000.00 Scope of Services Right-of-Ways North of 114-Mowing ServicesSuccess:All values provided Bid #-3a Per Scope of Services ROW North 30 Per Each Service $1,300.00 $ 39,000.00 Success:All values provided Right-of-Ways South of 114-Mowing ServicesBid #3-35 Per Scope of Services ROW South 30 Per Each Service $1.500.00 $45,000.00 Group 4-Brush Hog Mowing Foxfire Lot-Mowing Services Per Scope of Success:All values provided Bid #4-1 65 12 Per Each Service $50.00 $600.00 Services Success:All values provided Bid #4-2 East Highland Lot-Mowing Services Per Scope 66 12 Per Each Service $150.00 $1.800.00 of Services Group 5-Roundabouts and Portals Mowing and Landscape Services Roundabout Carroll-Continental-Landscape Success:All values provided Bid #5-1 67 52 Per Each Service $15.00 $780.00 Services Per Scope of Services Success:All values provided Bid #5-2 Roundabout White Chapel-Continental- 68 52 Per Each Service $15.00 $780.00 Landscape Services Per Scope of Services Roundabout White Chapel-Dove-Landscape Success:All values provided Bid #5-3 69 52 Per Each Service $15.00 $780.00 Services Per Scope of Services Success:All values providedRoundabout Carroll-Dove-Landscape Services 52 Per Each Service $15.00 $780.00Bid #5-4 0 Per Scope of Services Roundabout Sam School Road-Dove-MowingSuccess:All values provided Bid #5-5 71 52 Per Each Service $25.00 $1,300.00 Services Per Scope of Services Roundabout Sam School Road-Dove- Success:All values provided Bid #5-5 71 52 Per Each Service $10.00 $520.00 Landscape Services Per Scope of Services Success:All values provided Bid #5-7 White Chapel-Highland-Mowing Services Per i2 52 Per Each Service $20.00 $1,040.00 Scope of Services White Chapel-Highland-Landscape Services Success:All values provided Bid #s Per Scope of Services 72 52 Per Each Service $15.00 $780.00 Zena Rucker-Tower Blvd-Mowing Services PerSuccess:All values provided Bid #5-9 i., 52 Per Each Service $75. 00 $3,900. 00 Scope of Services Success:All values provided Bid #5-i7 Zena Rucker-Tower Blvd-Landscape Services 52 Per Each Service $10.00 $520.00 Per Scope of Services Item 4E-20 Success:All values provided Bid #5-11 Hwy 114 Monument Sign-Landscape Services 74 52 Per Each Service $15.00 $780.00 Per Scope of Services Peytonville Portal at 1709-Landscape Services Success:All values provided Bid tt5 Per Scope of Services 5 52 Per Each Service $15.00 $780.00 White Chapel Portal at 1709-Landscape Success:All values provided Bid #S-1' Services Per Scope of Services 7,3 52 Per Each Service $15.00 $780.00 Group 6-Medians Mowing and Landscape Services Hwy 114 Corridor at 1709-Mowing Services PerSuccess:All values provided Bid #6-1 77 48 Per Each Service $60.00 $2.880.00 Scope of Services Success.All valuesprovidedHwy 114 Corridor at 1709-Landscape Services Bid #6-2Per Scope of Services 77 2 Per Each Service $30.00 $1,560.00 Success All valuesprovided FM 1709 Medians-Landscape Services Per Bid #6-' Scope of Services 75 52 Per Each Service $850.00 $44. 200.00 Success:All valuesprovided Carroll Avenue Medians-Mowing Services PerBid #5-4 5 48 Per Each Service $60.00 $2,880.00 Scope of Services Carroll Avenue Medians-Landscape Services Success:All values provided Bid 03-` 52 Per Each Service $20.00 $1,040.00 Per Scope of Services Kimball Avenue Medians-Mowing Services Per Success'All values provided Bid #6-6 80 48 Per Each Service $60.00 $2,880.00 Scope of Services Kimball Avenue Medians-Landscape Services Success.All values provided Bid - Per Scope of Services 80 52 Per Each Service S 50.00 S 2,600.00 West Kirkwood Blvd Medians and Dove Medians- Success:All values provided Bid #6-8 81 48 Per Each Service $400.00 $ 19,200.00 Mowing Services Per Scope of Services West Kirkwood Blvd Medians and Dove Medians- Success:All values provided Bid #6-s 81 52 Per Each Service $50.00 $2.600.00 Landscape Services Per Scope of Services East Kirkwood Blvd Medians-Mowing Services Success:All values provided Bid #6-10 82 48 Per Each Service $40.00 $1,920.00 Per Scope of Services Success.All values provided Bid 06-11 East Kirkwood Blvd Medians-Landscape 82 52 Per Each Service $50. 00 $2.600.00 Services Per Scope of Services Success:All valuesprovided FM 1938 Medians and Right-of-Ways-MowingBid #6 12 Services Per Scope of Services 48 Per Each Service $400.00 $19,200.00 Success:All values provided Bid #6-1; FM 1938 Medians and Right-of-Ways-Landscape 83 52 Per Each Service $75.00 $3,900.00 Services Per Scope of Services Nolan Street Medians-Mowing Services Per Success:All values provided Bid #6-14 84 48 Per Each Service $25.00 $1,200.00 Scope of Services White Chapel Medians-Mowing Services PerSuccess:All values provided Bid #6-'5 45 48 Per Each Service $0.00 0.00 Scope of Services Success All values provided White Chapel Medians-Landscape Services Per Bid #6 1b Scope of Services 85 52 Per Each Service $35.00 $1.820.00 Item 4E-21 Group 7-Miscellaneous Services or Products-To Be Part of Every Group Success:All values provided Bid #7-1 Hourly Labor Rate for"As Requested"Services N- 1 Per Hour $30. 00 $30.00 Code Enforcement Abatement Mowing Per Scope Success:All values provided Bid # of Services N-. 1 Per Hour $30.00 $30.00 Success:All values provided Bid #Hand Watering Services N/A 1 Per Hour $35.00 $35.00 Success:All values provided Bid 11:-4 Park Hardscape Mason Lead N-. 1 Per Hour $100.00 $100.00 Success:All values provided Bid #7_5 Park Hardscape Mason 1 Per Hour $55.00 $55.00 Success:All values provided Bid #7-6 Soil Preparation Services Per Scope of Services N A 1 Per Hour $30. 00 $30.00 Per Individual for Hydro-Mulching Services Light Grading Soil Preparation Services Per Success:All values provided Bid #..-7 Scope of Services for Sod and Hydro Mulching N 1 Per Hour $30.00 $30.00 Services-Per Individual Line Trimming and/or Edging Services for Success.All values provided Bid #7-3 Additional Sidewalk and Fence Lines Added N/A 1 Per Linear Foot $0.01 0.01 Throughout City per Scope of Services. Success:All values provided Bid #7-,1r Core Aeration of Turf per Scope of Services N/A 1 Per Square Foot $0. 03 0.03 Removal and Disposal of Core Aeration Plugs Success:All values provided Bid #7.10 N/A 1 Per Square Foot $0.05 0.05 per Scope of Services Machine Verticutting of Turf per Scope of Success-All values provided Bid 0-.11 N/A 1 Per Square Foot $0.01 0.01 Services Top Dressing Services Including Labor Per Sq.Success.All values provided Bid #7-12 Ft. N/A 1 Per Square Foot $0.01 0.01 2% 2% Vendor Material Cost.Vendor Discount off of List Percentage Off Success:All values provided Bid 0'-1-/ N/A 1 0. 02 0.02 Price.Mfg.List Price Provide and Apply Hardwood No-Float Mulch asSuccess:All values provided Bid #7-14 N a 1 Per Cubic Foot $3.00 3.00 Required/Requested per Scope of Services. Provide and Apply Cedar No-Float Mulch asSuccess:All values provided Bid #--'.: N- 1 Per Cubic Foot $2.50 2.50 Required/Requested per Scope of Services. Color Change Out of Flower Beds Per Provided Success:All valuesprovided Per Installed RatBid # -1a Flat Price Based on a 4"Pot Plant Size Quantity N 1 of 18 Plants $ 35.00 $35.00 of 18 Plants Per Flat Per Scope of Services. Success:All values provided Bid #,-1 7 Rye Grass Over-Seeding.Price to Include Labor N-A 1 Per Square Foot $0.07 0.07 Related Charges Only per Scope of Services. Landscape Services for Additional Tree Wells as Per Additional Success:All values provided Bid #7-18 Requested. 1 1 Tree Well $ 2. 00 2.00 Success:All values provided Bid #7-19 Acorn or Leaf Removal Services N/A 1 Per Square Foot $0.05 0.05 Delivery of Plant Materials,Mulch,LandscapeSuccess.All values provided Bid #7-20 N 1 Per Trip Cost $150.00 $150.00 Materials Item 4E-22 Hydro-Mulching Services(Does not include seed Success:All values provided Bid #7-21 cost or prep services cost but does include N/A 1 Per Square Foot $0. 21 0.21 mulch,fertilizer,water and installation services.) Group 8-Irrigation Services-To Be Part of Every Group Success.All values provided Bid #8-1 Licensed Irrigator N/A 1 Per Hour $75.00 $75.00 Success:All values provided Bid #8- 2 Irrigation Tech N/A 1 Per Hour $75.00 $75.00 Success:All values provided Bid #r Irrigation Helper N A 1 Per Hour $75.00 $75.00 Irrigation Audit Per Controller and Required Success.All values provided Bid #8-4 Repairs.All Locations. N 1 Per Hour $75.00 $75.00 2% 2% Parts Cost.Vendor discount from List Price% Percentage Off Success:All values provided Bid #8-5 for Irrigation New or Repair Parts N.+ 1 Mfg.List Price $ 0.02 0.02 Group 9-Fertilization and Weed Control Services-To Be Part of Every Group Fertilizer Application Per Sq.Ft.of Chemical Success-All values provided Bid #&1 t:- 1 Per Square Foot $0.01 0.01 Applied.(Labor Cost) Fertilizer Application Per Sq.Ft.of GranularSuccess:All values provided Bid #9- 2 N/A 1 Per Square Foot $0.01 0.01 Applied.(Labor Cost) 5% 5% Success:All values provided Bid #93 Vendor Discount off of Mfg.List Price of N„ 1 Percentage Off g 0.05 0.05 Chemical Fertilizer Product Applied Mfg.List Price 5% 5% Success:All values providedVendor Discount off of Mfg.List Price of Percentage OffBid #9 a Granular Fertilizer Product Applied N,r 1 Mfg.List Price $ 0.05 0.05 Success:All values provided Bid 05-q Pesticide or Herbicide Application Per Unit of 1 Per Square Foot $0.01 0.01 Measure of Chemical Applied(Labor Cost) Pesticide or Herbicide Application Per Sq.Ft.ofSuccess:All values provided Bid #5- e N/A 1 Per Square Foot $0.01 0.01 Granular Applied.(Labor Cost) 5% 5% Success All values provided Bid #g- Vendor Discount off of Mfg.List Price of N/A 1 Percentage Off g 0.05 0.05 Chemical Pesticide or Herbicide Product Applied. Mfg.List Pnce 5% 5% Success:All values provided Bid #5- 6 Vendor Discount off of Mfg.List Price of N.; 1 Percentage Off $ 0. 05 0.05 Granular Pesticide or Herbicide Product Applied. Mfg.List Price Item 4E-23 Appendix B—Proposal(continued) REOUIRED 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, 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. L an ;615..6«o .1,C i..PPL:rocW!ren:c • _ l rte. 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 template accordingly. 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: City of Southlake RFP2010B540JC200011 Page 17 of 26 Item 4E-24 944 ( UL Via/Ma S am4c0e Jrivacsr, mer. Proposed Products and/or Services A. Product or Service Description: O'Donnell's is licensed by the Texas Department of Agriculture for lawn care applications and the Texas Commission on Environmental Quality for irrigation repair and installation work. Several employees are members of the Texas Nursery and Landscape Association(TNLA),and our Senior Vice President of Operations holds a Masters Degree in Horticulture from Oklahoma State University. Our company believes in the investment and utilization of state of the art equipment whenever possible whether it be the latest zero turn radius mowers,our large area mowers utilized for finish cut mowing,our heavy duty tractors for field mowing,or our riding lawn care equipment. These pieces of equipment give us the capabilities of doing a lot of work in a shorter period of time reducing our overall cost to our clients. B. Additional Hardware Descriptions: O'Donnell's mentioned our investment and utilization of state of the art equipment. We also believe in state of the art communication with our clients. All of our managers are provided a Smart Phone in order to take pictures,send emails,send texts,and talk directly with our clients. Communication in our service business is one the most crucial ingredients to our success with our clients. The city will not need any additional hardware and/or software to do business with O'Donnell's. C. Guarantees and Warranties: O'Donnell's guarantees 100% satisfaction with our service delivery. All irrigation parts will carry the manufacturer's warranty. All trees and/or plants carry a three month warranty, unless water restrictions are in effect. D. Project Schedule/Delivery Date: O'Donnell does and would continue to adhere to the schedule provided by the City of Southlake since the schedule is ever changing based on plant growth and need. Historically,as your current provider the city has provided a monthly schedule which is broken down weekly for each month. O'Donnell's schedules the work prior to the coming week and manages the schedule daily during the week making any changes as necessary based on weather,special request,etc. O'Donnell's has a proven track record of completing all the weekly/monthly scheduled services. O'Donnell's will complete all weekly work no later than Friday afternoon unless we have weather delays that cause us to work on Saturdays. The scheduled maintenance work should take no more than five(5)days each week to complete based on the number of crews we have in the city. For any projects requiring landscape installation or irrigation installation,O'Donnell's has met all deadlines. Our company is large enough to handle any and all of these services in any given week. Because we have greater than 125 employees,there is no service request we can't meet. At the time of start up,O'Donnell's can provide the services on a weekly basis or as required per the request of the city. 1 n GCfIAETIAE 2140 E. Southlake Blvd, Ste. L607 Southlake,TX 76092 Tel: 817.562.4498 Metro: 972.424.3723 Fax: 817.562.4981 www.odonnellslandscape.com Item 4E-25 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 Escalation Percentage 41- % Second Additional Year Escalation Percentage 1AA0/0 Third Additional Year Escalation Percentage 1 % Fourth Additional Year Escalation Percentage 1 % 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: ZOt ; and the number of employees: 7.Z5 . Number of employees anticipated to be assigned to this contract 36. . 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. 61 s tore":w41. .Usw15.tom. tr avit. 3 S:we. 14 °1 ( 31yrs City of Southlake RFP2010B540JC200011 Page 18 of 26 Item 4E-26 94411r Proposer's Experience / Staff A. Project Team: The following members of O'Donnell's key personnel will be directly involved with the management, communication,and daily oversight of our service delivery: Scott E. O'Donnell,Owner—31 years; Emmanuel Carrena, Senior Vice President Operations/Lawn Care Division Manager—43 years;Jeremy Foster,Vice President of Operations 19 years;Cifers Hamilton, Irrigation Division Manager—40 years;Tim McCommas,Quality Control Manager/ Landscape Enhancement Division Manager—26 years;and Juan Ramirez, Quality Control Manager/Landscape Enhancement Assistant Manager— 19 years. The key personnel that will be involved with the City of Southlake alone are more than 178 years of experience. A majority of our salaried field staff that will provide our services for the City of Southlake have been with our company for more than eighteen years. These individuals are our maintenance foreman, detail foreman, irrigators, lawn care applicators,and our landscape enhancement foreman. O'Donnell's commits to providing only our most skilled workers to provide our services for the City of Southlake. B. Removal or Replacement of Staff: O'Donnell's recently celebrated our twentieth anniversary this past June. Prior to starting his own company, Mr. O'Donnell had served as National Accounts Manager for ValleyCrest Companies, Regional Sales Manager for TruGreen LandCare,and Vice President of Minor's Landscape. Because of the amount of key personnel, including the owners involved in the day to day management,we are consistently monitoring our employees, providing onsite quality control meetings,and reviewing service delivery requirements in our weekly tailgate"meetings. If for whatever reason the City deems that any employee shall be removed or replaced,O'Donnell's will ensure that the City has approved the replacement before joining the project. C. Business Establishment: O'Donnell's was incorporated as an S-Corporation in the State of Texas in June 2000. In 2002,O'Donnell's amended their ownership with Shanna L. O'Donnell becoming a 51%majority owner and Scott E. O'Donnell a 49%owner. In February of 2020,O'Donnell's filed a certificate with the Secretary of State of Texas and was found to conform and we are now recognized as an LLC,(O'Donnell's Landscape Services, LLC). Our tax identification number and all company operations and ownership positions remain the same. The change from an S Corp to LLC was done in accordance with our financial and attorney for better protections due to laws changing since our initial incorporation. Shanna and Scott have resided in Southlake,Texas since 1998 and have two children ages 19 and 14. Scott and several of the key personnel have worked together for more than thirty-one years.O'Donnell's has been in business for more than twenty(20)years and employs more than one-hundred twenty-five(125)employees seasonally. D. Project Related Experience: O'Donnell's currently provides our services for the City of Southlake at most parks. Today,O'Donnell's employs more than one-hundred twenty-five(125)employees during the growing season(March— October)and they are easily identified by company issued uniforms and safety vest. Our maintenance fleet consists of more than fifty-five(55)professionally marked vehicles. Most vehicles are equipped with global positioning systems as a means of efficiency and providing us the ability to offer competitive pricing. Our growth over the past twenty plus years is attributed to our list of satisfied clients to whom we provide our award winning services for properties that range from very high profile to simple right-of-way mowing. Today,we provide mowing services for a large municipality and school district where it is necessary to schedule our services around vehicle and pedestrian traffic, sporting events, recess periods, early release,and TAKS studying and testing. O'Donnell's has significant experience in providing our services on projects similar to the City of Southlake. Our expertise is second to none and we are experts at public area large mowing projects with our investments in state of the art equipment. O'Donnell's stepped in effective January 2014 and began maintaining Town Square properties for the City of Southlake when the previous vendor chose not to renew. After providing our services at Town Square,the local management company, RPAI hired O'Donnell's to maintain all of the 1 1 CJFIDEN1IA[ 2140 E. Southlake Blvd, Ste. L607 Southlake,TX 76092 Tel: 817.562.4498 Metro: 972.424.3723 Fax: 817.562.4981 www.odonnellslandscape.com Item 4E-27 5- 411" 9t eic rimetsre e,jeroeces..9iu•. areas surrounding and within Town Square. Over the years,O'Donnell's has added more than fifteen(15)additional properties with RPAI across the metroplex. O'Donnell's management team has more than one-hundred seventy-eight 178)years of combined experience in providing the requested services. The many years of service delivery to the City of Southlake which we are currently the service provider along with providing our services at more than thirty-five(35) campus locations for a large school district demonstrates O'Donnell's ability to logically plan and complete our weekly services requested per project. Each month/week is different in the landscape world and O'Donnell's recognizes the challenges with weather,pandemics,special request,events,testing, health,holidays,etc.to schedule our work to be completed in order to satisfy our clients. Due to the size of our fleet and equipment,there is never a time that O'Donnell's can't accommodate any special request regardless of the service needed. Other Pertinent Information: The owners of O'Donnell's Landscape Services are residents of Southlake. We have been actively involved in our community whether it is the Bob Jones Nature Center,Carroll Education Foundation,our children's local schools, or city youth leagues such as soccer, football, basketball,and baseball. Our children have participated in various sporting practices/games at Bob Jones, Koality,Noble Oaks, Southlake Sports Complex,and Bicentennial Parks. Scott O'Donnell was a volunteer on the Southlake Baseball Association Board of Directors for more than six years and has a vast experience in sports turf management. O'Donnell's donated their services to install two new baseball fields at Bicentennial Park. These fields were a necessity due to the expansion of the Southlake Tennis Center where two baseball fields were eliminated. Our family frequents Town Square for shopping, lunches,dinners,all festivals including Art in the Square,Fourth of July celebration,and Oktoberfest. In 2004,O'Donnell's volunteered their services for the Southlake Senior Citizens facility and we were honored with a special luncheon attended by several city council members at that time. O'Donnell's was a Gold Leaf Sponsor for the Bob Jones Nature Center to help support the preservation,conservation,and education of our local natural resources and the Cross Timbers ecosystem. We share all of this information as evidence that O'Donnell's are present and involved within the Southlake community. O'Donnell's Landscape will take pride in our work because we are proud to call Southlake our home both personally and professionally. CiJfIAENJIA1 2 2140 E.Southlake Blvd,Ste. L607 Southlake,TX 76092 Tel: 817.562.4498 Metro: 972.424.3723 Fax: 817.562.4981 www.odonnellslandscape.com Item 4E-28 5.References Proposer shall provide four(4) references where Proposer has performed similar to or the same types of services as described herein. Phone and email must be provided for contact. Reference #1: Client/Company Name: c eg Contact Name: Contact Title: M ;lice Qe&Sorter QarkS aree./ vc' 1 MAIA.a.Ser Phone:Email: 42111-1'1 1..6(. Co43%I tn1'Qvt0Aere c'•.SaJ C. Date and Scope of Work Provided: ckpr Cv f ec,".-lr ct+leors) Lawrie a f111awa 'Law, `s•• t les).- t\.. an, Zee':ga>4ten LAW. CO re -Crawe cork) IN&Sorf %, s.g.. Reference #2: Client/Company Name: Se-1 va\ O:•4r: -1Vo .wesk L...p•-...1 e"A- Contact Name: Contact Title: 3 Se,4.1 ex. O:eee uar- o t rr.:e. .no,,.e. Phone:Email: Sd}LAS O 01 O 1‘0,1,‘ -ecx.0 t Date and Scope of Work Provided: A.i9vs'M' 1-0e.4 - ewrn.1veo lar (tfo* yeors> Lswetette. 064,"ALA.w•t..•4.Lelookse• c3rSk• 464to S•rr:'COrtor t„„0 who Catty e.tCotcI 4e I:ar" Reference #3: Client/Company Name:Wt.1\t^'7hpn 1-\e jr.e e>. 1NeArS Ai.Se et efat:sr' Contact Name: Contact Title: t4%„,+4N%.* Qroperki Aka,nale r ©os;e. Phone: a1,1,t aly $ya3 Email: Iv.a we'tf wc.t\twvtowrnoa .est Date and Scope of Work Provided: 3a.van'Zoo S- cut re.4.4 Ve llr ( t 4 4.00.1. 1„) 2'1 .a:t1toA1 t.R. oc 4N rJ rt.wt^kw ^, L4M t••.fit r.••"6,avvv-eR LAA te•9e S...Shz\ko totio••)S.rr:164:0"A-o.w ." C.e-t,Trtc.Core bs 4 gr+ Reference#4: Client/Company Name: 1,e. `te'0044 c Owes At sot Lv k:0 A. Contact Name: Contact Title: p\:sews'Pt C or aet; Se .40r ow.i.a4-Werr 1Mar a•9tr Phone:Email: OM 443 1..4)S1. udetae'\v«; ecMe.weanmyeMew*.corn Date and Scope of Work Provided:3•'wuo(y] 11.o\'L- t rre- •+«ytars) 2.c1 v.A\\i0.9gfrt. OC.4gr ht.•ZA^'a:A, n CONFIDENTIAL City of Southlake RFP2010B540JC200011 Page 19 of 26 Item 4E-29 5.References Proposer shall provide four(4) references where Proposer has performed similar to or the same types of services as described herein. Phone and email must be provided for contact. Reference#0 Client/Company Name: p1‘N Contact Name: Contact Title: Phone: 1 VLA 5S (0(p Email:e >Pdert` a„ . cern Date and Scope of Work Provided: OckoAct "LAWS — C.)frevv4 vc.naor (S4yer.s9% Lav Sc.p hn^'"& s.vr•...4t 1.sr.as. , I.+L 1to%4an rrCys)4-iop Lawn Cow rce C re teutSonirl Oics15" Client/Company Name: Contact Name: Contact Title: Phone:Email: Date and Scope of Work Provided: R ' Client/Company Name: Contact Name: Contact Title: Phone:Email: Date and Scope of Work Provided: Client/Company Name: Contact Name: Contact Title: Phone:Email: Date and Scope of Work Provided: I DEMENTIA! City of Southlake RFP2010B540JC200011 Page 19 of 26 tial. Item 4E-30 6.Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information: This proposal (does) _ (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.Federal, State and/or Local Identification Information A. Centralized Master Bidders List registration number: -IS L`e q 0 we al o 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: # 8.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 emailed to vendors(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 Southlake 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: C'1DemN E ;s l,.iewflse .- E S 1. 1.C. Contract#: Description: Ladaises re 5e ;ce s ger *Le. C aC S.Ja-1.1ekt. Primary Contact(Name): S e.e tt • O e r t Primary Contact Phone Numbers: Home: S I 1 Mlle t Ocl(o Cell: %1'1 %Iq el L.1.1- Secondary Contact(Name): Z t r e+M Fosi-e ' Secondary Contact Phone Numbers: Home:"LI W. 33'L Cell: 11'1 1131°I 30S 2. After Hours emergency opening fee, if applicable: $ 15te— City of Southlake RFP2010B540JC200011 Page 20 of 26 Item 4E-31 9.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 RFP 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 debts. Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFP 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 II. 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 WHICH PROPOSER AGREES BY SUBMITTING A PROPOSAL: 1.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 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 fit 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 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. City of Southiake RFP2010B540JC200011 Page 21 of 26 Item 4E-32 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,gifts,or otherwise, were offered or given by the successful Proposer, or its agent or representative, to any 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. I. Compliance with HB 89: Proposer agrees per FIB 89 vendor shall not boycott Israel at any time while providing products or services to the City of Southlake. x] Yes, we agree I No, we do not agree N/A J. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan or a foreign terrorist organization while providing products or services to the City of Southlake. X] Yes, we agree I No, we do not agree 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 262Broad 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 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. City of Southlake RFP2O10B54OJC200011 Page 22 of 26 Item 4E-33 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. C. Bond Requirements: Prior to the commencement of work on this Project, Proposer shall deliver to the City the following bonds issued by a good and sufficient surety licensed by the State of Texas and satisfactory to the City: i. A payment bond in the amount of 100% of the total contract amount insuring the full and prompt payment of all persons performing labor and or furnishing materials in connection with this Project. ii. A performance bond in the amount of 100% of the total contract amount insuring full. faithful,and prompt performance of the responsibilities contained in this contract within the time parameters provided herein. City of Southlake RFP2010B540JC200011 Page 23 of 26 Item 4E-34 Appendix C — Form CIQ INFORMATION REGARDING VENDOR CONFLICT OF INTEREST OUESTIONNAII WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an employment or business relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve—month period,or an officer or a member of the officer's family has accepted gifts with an aggregate value of more than$250 during the previous twelve—month period and the person engages in any of the following actions: 1.contracts or seeks to contract for 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 card 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 agreements; 2.submits a bid to sell goods or services,or responds to a request for proposal for services; 3.enters into negotiations with the City for a contract;or 4.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: I. Mayor and City Council Members; 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 Southlake who have authority to sign contracts on behalf of the City. EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was a political contribution,a gift to a member of the officer's family from a family member;a contract or purchase of less than $2,500 or a transaction at a price and subject to terns available to the public; a payment for food, lodging, transportation or entertainment;or a transaction subject to rate or fee 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 file: 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 RFP2010B540JC20001 I Page 24 of 26 Item 4E-35 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. 80th Leg.. Regular Session.OFFICE USE ONLY This questionnaire is being filed in accordance with Chapter 176. Local Government Code Date Received by a person who has a business relationship as defined by Section 176.001(1-a)with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006,Local Government Code. A person commits an offense if the person knowingly 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. SIA Check this box if you are filing an update to a previously filed questionnaire. The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate ) Name of local government officer with whom filer has employment or business relationship. NIA Name of Officer This section (item 3 including subparts A. B. C & Di must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176_001(I-a), Local Government Code Attach additional pages to this Form CIO as necessary A Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income. from the filer of the questionnaire? Yes n No 6 Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity'? Yes No C Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes No D Describe each employment or business relationship with the local government officer named in this section estA NIlA Signature of person doing business with the governmental entity Date Adopted 06/29/2007 City of Southlake RFP2010B540JC200011 Page 25 of 26 Item 4E-36 SOUTHLAKE ADDENDUM NUMBER # I To: All Proposers Date: November 5,2020 Request for Proposal: RFP2010B540JC20001 I Landscape Services for City of Southlake Proposal Due Date: 3:00 p.m., November 20, 2020 1. Addendum No. 1, dated November 5, 2020, per Addendum #1. the City of Southlake is answering vendor submitted questions. QUESTION:Are you currently using multiple providers to service these properties? ANSWER: No. QUESTION:The bid states that services are to be performed as requested (page 7). Please share how many mows there were this past year. For example. were there weekly mows or bi-weekly mows? ANSWER: Total number of services for all areas is not readily available and does not indicate future required/requested services. Some areas were serviced weekly. and some areas were serviced bi-weekly. Per the proposal document: Vendor will be paid on an As Performed / As Requested" basis. City shall determine when services are to be performed. Estimated services to be requested are indicated in the Schedule of Pricing/Bid Table. Service frequencies shown are estimated only and in no way are a guaranteed amount of services to be performed. QUESTION:Do you allow the use of service partners/subcontractors'? ANSWER: The City would prefer an established company(s) with its own crew and equipment. The proposer's submission is being evaluated heavily on experience and ability (65%) to provide all required services. If proposer is planning on utilizing service partners or subcontractors to provide required services, this fact must be clearly indicated in the proposal submission and all required information must be provided for each service partner or sub-contractor to be utilized in the performance of this contract. QUESTION:Will you publish any questions from other vendors? ANSWER: Per the original document: Responses to inquiries which directly affect an interpretation or effect a change to this RFP will be issued in writing by addendum posted to City website. City of Southlake • Finance Department • 1400 Mari Street.Suite 420 • Southlake. Texas 76092 817 748.8312 Item 4E-37 QUESTION:Landscape Services - Does this include annual winter cutback of Perennials and Grasses? Can you specify the scope on this? ANSWER: For Map t# 83. FM 1938 Medians & ROWs landscape services shall include three (3) cutbacks on grass and plant material and should be included in your landscaping costs for this area. All other area winter cutbacks are not included in Landscape Services cost. The hourly labor rate for As Requested" services shall be used for these services in other locations. QUESTION:Push Mowing - at City Hall. Family Park. Rustin Park. Central Park - I am reading that these entire areas are to be push mowed....is that correct? ANSWER: Yes. QUESTION:Irrigation Audits - These are priced at an hourly rate on bid Sheet Correct?(Irrigation audit per controller and required repairs. All Locations) Bid/no 8-4. ANSWER: Yes. QUESTION:Is there a previous bid tab that you can provide? ANSWER: Original Bid Tabulation included. 2. There are no other changes. Mary Morgan 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: %'I t"1 1 7.020 7 Company Name: fl'boA 4.-l' s .as c•, ScS,LL . City of Southlake • Finance Department • 1400 Main Street.Suite 420 • Southlake Texas 76092 817 748.8312 Item 4E-38 P1)011/Zief CUIerfsz. e c/C/Y)/C(S. .J//C. Key Personnel Position: OWNER Name: SCOTT E.O'DONNELL Education: B.S. KINESIOLOGY UNIVERSITY OF NORTH TEXAS Experience:Thirty-one years of experience in the landscape industry. Scott is a Texas Certified Landscape Professional(#318),a Licensed Chemical Applicator 314469),a Licensed Irrigator(#LI0020038),a member of the Texas Nursery and Landscape Association(TNLA),and a member of the Associated Landscape Contractors of America(ALCA). Position: OWNER Name: SHANNA L. O'DONNELL Education: B.S. MARKETING LOUISIANA STATE UNIVERSITY Experience:Twenty years of experience in a management capacity with several diverse roles. Shanna is a member of the Texas Nursery and Landscape Association(TNLA), and a member of the Associated Landscape Contractors of America(ALCA). Position: SR. VICE PRESIDENT OPERATIONS /LAWN CARE MANAGER Name: EMMANUEL CARRENA Education: M.S. HORTICULTURE OKLAHOMA STATE UNIVERSITY Experience:Forty-three years of experience in the landscape industry. Emmanuel is a Texas Certified Landscape Professional(#60), a Certified Nursery Professional 2580),a member of the Texas Nursery and Landscape Association(TNLA), and a member of the Associated Landscape Contractors of America(ALCA). Primarily responsible for management and production of all operations of the company. 2140 E. Southlake Blvd, Ste. L607 Southlake. TX 76092 Tel: 817.514.8084 Metro: 972.701.8084 Fax: 817.514.8322 www.odonnellslandscape.com Item 4E-39 V"t0of %/ ef& am/x(0e titre rec,/tc. Position: VICE PRESIDENT OF OPERATIONS/BUSINESS DEVELOPMENT Name: JEREMY FOSTER Education: B.S. BUSINESS MANAGEMENT UNIVERSITY OF PHOENIX Experience:Nineteen years of portfolio management with client service and sales experience. He is a member of the Texas Nursery and Landscape Association(TNLA),and a member of the Associate Landscape Contractors of America(ALCA) Position: IRRIGATION MANAGER Name: CIFERS HAMILTON Experience:Forty years of experience in the landscape industry. Cifers is a licensed irrigator in the state of Texas,Maxicom certified,a licensed Backflow Prevention inspector,a member of the Texas Nursery and Landscape Association (TNLA), and a member of the Associated Landscape Contractors of America(ALCA) Position: LANDSCAPE DIVISION MANAGER/CLIENT SERVICE MANAGER Name: TIM McCOMMAS Experience:Twenty-six years of experience in the landscape industry. Tim is a member of the Texas Nursery and Landscape Association (TNLA),and a member of the Associated Landscape Contractors of America(ALCA) Position: QUALITY CONTROL MANAGER/ASSISTANT LANDSCAPE Name: JUAN RAMIREZ Experience:Juan has nineteen years of experience in the landscape industry. He is a member of the Texas Nursery and Landscape Association (TNLA),and a member of the Associated Landscape Contractors of America(ALCA) 2 2140 E. Southlake Blvd,Ste. L607 Southlake.TX 76092 Tel: 817.562.4498 Metro: 972.424.3723 Fax: 817.562.4981 www.odonnellslandscape.com Item 4E-40 O'DONNELL'S LANDSCAPE SERVICES LLC ORGANIZATIONAL CHART for CITY OF SOUTHLAKE Owners Scott&Sharma O'Donnell Sr.VP-Operations FW VP -Sales&Operations DFW Emmanuel Carrena Jeremy Foster Office Manager/Payroll Kim Eubank Lawn Care Dept.Mgr. Irrigation Dept.Mgr. Landscape Dept.Mgr. Quality Control Emmanuel Carrena Cifers Hamilton Tim McCommas Juan Ramirez Field Supervisor Applicator Irrigation Tech Landscape Foreman Maintenance Foreman Javier Alvarez Sr. Daniel Love Jose Reyes Geraldo Castro Emmanuel Jimenez Applicator Irrigation Tech Landscape Foreman Maintenance Foreman Alejandro Ortiz Jose Plates Jose Lomas Miguel Perez Mechanic I Fleet Irrigation Tech Maintenance Foreman Maintenance Foreman Javier Munoz Jose Zuniga Miguel Ruvalcaba Lazaro Garcia Irrigation Tech Detail Foreman Maintenance Foreman Armando Ruvalcaba Jose Chavez Melesio Hernandez Irrigation Tech Maintenance Foreman Benford Peavy Augustine Hernandez Irrigation Tech Detail Foreman Luis Hernandez Gilberto Sancen 3 Item 4E-41 OP' 62-fifbel fiu!!1Sl.0, '/YNC(V. ,1-,c Who We Are Scott E.O'Donnell,Owner has more than thirty-one years of experience in the landscape industry. Scott maintained yards and several commercial properties for Hall Financial Real Estate during his early college years. During his final year of college, Scott became serious about the landscape industry and accepted a job with a large landscape maintenance provider in the DFW Metroplex. Scott became passionate about the landscape industry and chose this field as his profession after graduating from The University of North Texas. Positions he has held during his career are as follows: Gardener, Maintenance Foreman,Chemical Applicator, Residential/Commercial Manager, Area Manager, Salesman, Sales Manager, Vice President of Sales, Regional Sales& Marketing Manager,and National Accounts Manager. As an Area Manager, Scott managed a portfolio of more than two million dollars in landscape maintenance revenue. Several of his properties were recognized nationally, regionally,or on a statewide basis with an award for their landscape appearance. A few of these properties were: Omni Mandalay Hotel in Las Colinas, Dallas- Fort Worth Freeport Development,and DFW Marriott Hotel. In his role as Vice President of Sales, Scott was responsible for the sales and marketing of a twelve million dollar company with two branches located in the Metroplex. In April 1998,a national company acquired Scott's employer,where he assumed the role of Regional Sales& Marketing Manager for a seven state area. During his tenure with the national company, he saw a recurring trend. The trend was a general lack of care for the clients as well as the employees,translating to a non-existent level of ownership. The focus on providing quality landscape services to clients was lost in an attempt to satisfy stringent corporate budgets. Scott's philosophy has and always will be to take care of his clients as well as his employees and they in turn will do the same. In 2000,O'Donnell's Landscape Services was incorporated in the state of Texas. Complete landscape management services are provided such as: mowing,edging,trimming, fertilizing, seasonal color installation, irrigation monitoring/repairing, and plant installation. Scott is a Texas Certified Landscape Professional(#318), a Licensed Chemical Applicator(#314469),and a Licensed Irrigator(LI0020038). The company is proud to be outstanding members of the Texas Nursery and Landscape Association(TNLA),and the Associated Landscape Contractors of America(ALCA). 2140 E. Southlake Blvd, Ste. L607 Southlake, TX 76092 Tel: 817.514.8084 Metro: 972.701.8084 Fax: 817.514.8322 www.odonnellslandscaoe.com Item 4E-42 62r 161 PnOiliZelec foachc<0e •JPpoh-es. , . Risk Management / Safety / Training In today's society it has become increasingly important to manage your client's investment by evaluating the repercussions of various liability issues. Below please find a listing of items that O'Donnell's Landscape Services, Inc. does to insure that you and your client's assets are fully protected. Our employment screening and hiring process protects our clients. We randomly administer drug and alcohol testing to our staff on an ongoing basis We require proper documentation of citizenship and/or work papers of all our staff We require all of our employees to strictly adhere to our uniform and personal appearance policies We have complete insurance coverage on all of our employees including an umbrella policy of over two million dollars. We require proper certification and licensing of all of our technical staff,subcontractors,and most importantly we adhere to the strict laws in Texas. We have a safety program that is endorsed by the Associated Landscape Contractors of America ALCA)organization. A safety meeting is held monthly covering numerous topics within the Green Industry. A tailgate meeting is held weekly to ensure all proper training is adhered to on our clients properties. All of the above are items,which we think allow us to deliver added value for our clients. Although there are opportunities to provide service at a lower cost, we would unfortunately have to sacrifice many of the positive things we do for our clients. 2140 E. Southlake Blvd, Ste. L607 Southlake, TX 76092 Tel: 817.514.8084 Metro: 972.701.8084 Fax: 817. 514.8322 www.odonnellslandseape.com Item 4E-43 i(PIP fr 0/Z/Zei C/l/LLr['Cl. C c. The O'Donnell's Difference There is a difference in landscape companies. Frankly, we feel we provide the finest landscape services available in the Metroplex. Our small more personalized work teams,combined with our central location are tough to beat. 1. O'Donnell's is responsive. Simply put, if you need us we are there. We maintain projects throughout the Metroplex. Through our network of smart phones and global positioning systems we're seldom more than minutes away. We take great pride in our ability to solve our customers' problems in a responsive manner. 2. O'Donnell's delivers quality. Our management staff has received numerous national, state,and local awards for landscape maintenance, and colorscaping. Whether you're a high profile municipality,a commercial property or a residential community, one thing is certain; O'Donnell's delivers quality service. 3. O'Donnell's delivers value. Our company strives to deliver true value for our client's investment. We honestly feel that there is no comparison in value. Our goal is to have the best price on every proposal,but what we concentrate on is delivering value. The best way to describe the value of O'Donnell's Landscape Services is by sharing our mission statement. That mission statement is as follows: Our goal is meeting or exceeding our clients' needs by delivering quality landscape services at a reasonable cost,while cultivating lasting relationships with both clients and employees." As we"live"our mission statement, we deliver value for our client's investment. 2140 E. Southlake Blvd, Ste. L607 Southlake, TX 76092 Tel: 817.514.8084 Metro: 972.701.8084 Fax: 817. 514.8322 WWW nrinnnpllclanricrane rnm Item 4E-44 OP' C 00f1fi'd tandsc(0eJe/wf(e,c, The Certified Landscape Professional O'Donnell's Landscape Services, Inc. is pleased and proud of our ability to offer the services of a Certified Landscape Professional. Certification is a voluntary peer review process that identifies and acknowledges individuals possessing high levels of professional ability. The program requires broad knowledge of horticultural and management standards set by the Texas Nursery and Landscape Association and is accepted throughout the landscape industry. The certification process for landscape professionals in Texas includes extensive testing covering over twenty topics. These topics range in diversity from landscape and irrigation design to resource efficiency,building materials,botany,turf culture,and pruning. Professionalism is a key to success. .. Advancing technology has made landscape contracting much more than a horticultural ability. Landscape contracting has become an advanced skill in the management of science and business. A careful blend of education and experience is required before this skill is refined. The certification process is a measure of these accomplishments. Benefits of using a Certified Landscape Professional are many and include: Confidence in the knowledge and skill level in horticulture and landscape science Protection of your landscape investment Preservation of the integrity ofyour landscape design Extension ofprofessionalism throughout every aspect ofyour project Sign/cant positive effects on the quality of your environment Certified Landscape Professionals set high standards,which are passed on to you in terms of job quality and efficiency. Landscape contractors who are not certified do not represent the very best the industry has to offer. Protecting the public trust by establishing certification sets apart skilled professionals. 2140 E. Southlake Blvd. Ste. L607 Southlake, TX 76092 Tel: 817. 514.8084 Metro: 972.701.8084 Fax: 817.514.8322 www.odonnellslandscaoe.com Item 4E-45 0'2/a & There are many factors that should be taken into consideration during the selection process of a qualified contractor. Below is a list of recommendations that should be considered in selecting O'Donnell's Landscape Services, LLC as the contractor to provide landscaping services. 1. Ownership involvement is extremely crucial. The owners of O'Donnell's Landscape Services, LLC are actively involved in every aspect of the day-to-day functions of the company. Our company is family owned,and privately held. The owner personally toured all of the designated areas in this RFP. He assisted in the estimation of actual hours required per service per location and physically walked most of the locations himself. The owner will be the direct point of contact and is readily available via email,telephone,or in person. 2. Location of the contractor's maintenance facility is important. O'Donnell's Landscape maintenance facility and yard is located along the city borders of Fort Worth and Keller,Texas. Our location is less than twelve miles from the City of Southlake. 3. Safety is a must. O'Donnell's has invested a lot of time and money in the training of all our employees. Because O'Donnell's employees have such a vast amount of experience providing our landscaping services in the public sector/schools, we have priced our services accordingly with safety being our number one priority for all persons and property, including our employees. O'Donnell's has been recognized nationally by the Associated Landscape Contractors of America for our safety record. 4. Accountability is a requirement that must be adhered to in order to be employed at O'Donnell's. O'Donnell's has invested in a live global positioning system which is installed in most company vehicles. With this system,our team is able to create numerous reports. This system has proved to be a critical cost savings tool for O'Donnell's which enables our pricing structure to be more competitive. 5. Expertise and experience are major considerations for selecting O'Donnell's Landscape. There are several key elements as to why O'Donnell's should be chosen as your long-term partner. The management team of O'Donnell's has more than one hundred seventy eight years of combined experience. The owner, senior vice president,three of the client service managers, and two department managers have all worked together for more than twenty years. If we were to consider our field staff in the above combined experience,the number of years would be more than double. Most of O'Donnell's salaried employees are all past employees of a company that sold to a national company in 1998. 8 2140 E. Southlake Blvd,Ste. L607 Southlake,TX 76092 Tel: 817.562.4498 Metro:972.424.3723 Fax: 817.562.4981 www.odonnellslandscape.com Item 4E-46 62P' Woiwelr &' rweice0e Jeruit e.r.4rc. O'Donnell's was established to bring back the family/company culture we were all accustomed to. O'Donnell's has the experience of many years, but more importantly expertise that is hard to beat when it comes to maintenance services. O'Donnell's has five Certified Landscape Professionals,and our Senior Vice President of Operations holds a Master's Degree in Horticulture(Turf Grass)from Oklahoma State University. O'Donnell's is in good standing as a member of the Texas Nursery and Landscape Association,as well as the Associated Landscape Contractors of America. 6. The scheduling of O'Donnell's Landscape maintenance services was carefully considered when all pricing was established. O'Donnell's did a thorough evaluation so our crews would be out of the way during the heavy pedestrian and vehicular traffic times. All locations will be maintained in accordance with a minimum of inconvenience to the general public. O'Donnell's commits to working with all City of Southlake personnel to ensure that the general public will not be inconvenienced by our maintenance services. 7. The ease of communication between all interested parties should be considered in today's busy workplace. O'Donnell's offers several options for an open line of communication with our clients. We leave the option of communication up to each individual. All members of O'Donnell's management team are equipped with Smart Phones and Laptops which are capable of receiving email,text,and telephone communication. O'Donnell's website is one additional option to communicate via email at www.teamols.com. 8. Getting the job done on time will not be an issue for O'Donnell's. Because O'Donnell's is solely a landscape maintenance company our team of more than one hundred twenty-five employees,our fleet of more than fifty-five trucks,and our proven years expertise and professionalism should ensure the City of Southlake that when we say,"O'Donnell's can complete the entire needs of the city in one week as required",we mean it.We are large enough to serve you but most importantly, we are small enough to know you and your needs. 9 2140 E. Southlake Blvd,Ste. L607 Southlake,TX 76092 Tel: 817.562.4498 Metro:972.424.3723 Fax:817.562.4981 www.odonnellslandscape.com Item 4E-47 T flr SOUTHLAKE City of Southlake REQUEST FOR PROPOSALS Proposal Reference Number: RFP2010B540JC200011 Project Title: Landscape Services for the City of Southlake Proposal Closing Date: 3:00 P.M.(CST), Friday, November 20, 2020 Item 4E-48 TABLE OF CONTENTS Table of Contents Page 1 Request for Proposals 1)Introduction Page 2 2)Definitions Page 3 3)General Information Page 3 4)RFP Withdrawals and/or Amendments Page 3 5)Estimated Quantities Page 3 6)Proposal Submittal Requirements Page 3 7)Proposal Evaluation and Contract Award Page 4 Appendix A—Scope of Services 1)Project Title Page 6 2)Scope of Services Contact Page 6 3) Special Conditions Page 6 4)Proposal Evaluation Factors Page 6 5)Brand Manufacture Reference Page 6 6)Key Events Schedule Page 6 7)Scope of Services Page 6 Appendix B—Proposal Label Format for Submittal Packet's Sealed Envelope Page 16 I Required Proposal Information 1)Proposed Product Page 17 2)Cost of Proposed Product Page 17 3)Term of Contract and Option to Extend Page 17 4)Proposer's Experience/Staff Page 18 5)References Page 19 6)Trade Secrets and/or Confidential Information Page 20 7)Federal, State and/or Local Identification Information Page 20 8)Emergency Business Services Contact Notice Page 20 9)Cooperative Governmental Purchasing Notice Page 21 II Contract Terms and Conditions 1) Delivery of Products and/or Services Page 21 2) Miscellaneous Page 21 3) Financial Responsibility Provisions Page 22 Appendix C—Form CIQ Page 24 Appendix D—No Intent to Submit Form Page 26 Attachment A—Aerial Maps and Photos City of Southlake RFP2010B540JC200011 Page 1 of 26 Item 4E-49 Southlake, Texas Request for Proposals Introduction A. Project Overview: The City of Southlake is requesting Proposals with the intent of awarding a contract for the purchase of goods and services contained in Appendix A—Scope of Services. B. Questions: Following are contacts for questions as identified. i. RFP Clarifications: All questions related to requirements or processes of this RFP should be submitted in writing to the Purchasing Manager identified in section 2 below. ii. Scope of Service Questions: All questions related to the scope of services should be submitted in writing to the contact person(s)noted in Appendix A—Scope of Services. iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to this RFP will be issued in writing by addendum posted to City website. All such addenda issued by City prior to the submittal deadline shall be considered part of the RFP. The City shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum. iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing and returning such document(s)or by initialing appropriate area of the Proposal. C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete,ambiguous, inconsistent or obviously erroneous. D. Conflict of Interest Questionnaire(Form CIQ): A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176,to file a conflict of interest questionnaire(FORM CIQ)which is found in Appendix C. The form must be filed with the City Secretary no later than seven(7)days after the date the person or business begins contract discussions or negotiations with the City, or submits an application, response to a request for proposals or bids,correspondence,or other writing related to any potential agreement with the City. E. Form 1295 Certificate of Interested Parties: In 2015,the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either(1)requires an action or vote by the governing body of the entity or agency before the contract may be signed or(2)has a value of at least$1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. Please go to the Texas Ethics Commission webpage (www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of Form 1295. Once the form is completed online,printed and signed please return the form with your proposal submission. City of Southlake RFP2010B540JC200011 Page 2 of 26 Item 4E-50 2.Definitions Proposal: The signed and executed submittal of the entirety of Appendix B—Proposal. Proposer: The Proposer and the Proposer's designated contact signing the first page of the Proposal. City of Southlake("City"): The City of Southlake, Texas. City Secretary's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite 270, Southlake,Texas 76092. PH: (817)748- 8016; Fax: (817) 748-8270. Project: The name of this Request for Proposals as identified on the cover sheet and first page of Appendix A—Scope of Services. Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB, Phone: (817) 748-8312, E-Mail: tslifka@ci.southlake.tx.us; Fax(817)748-8010. Request for Proposals(RFP): The entirety of this document, including all Appendices and Addenda. Scope of Services: The entirety of Appendix A—Scope of Services. 3.General Information A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request. B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act(Texas Government Code Chapter 552.001, et seq.)and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. If the Proposer has notified the City, in writing,that the Proposal contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City's failure to take any such reasonable steps, even if the City is negligent in failing to do so. 4.RFP Withdrawals and/or Amendments A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason. B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered with the City, but failure to notify shall impose no obligation or liability on the City. 5.Estimated Quantities The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing exclusively during the term of the contract from the successful vendor. 6.Proposal Submittal Requirements A. Submittal Packet—Required Content: All proposals must be submitted electronically.The Proposer must visit https://southlake.bonfirehub.com/login and register. Once registered for this City of Southlake RFP2010B540JC200011 Page 3 of 26 Item 4E-51 complimentary service, the Proposer may submit Proposal Documents electronically by selecting the appropriate Proposal Identification. B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page 17 seventeen) of Appendix B-Proposal. It is the Proposer's responsibility to have the Proposal Documents correctly electronically submitted by the submittal deadline. No extensions will be granted and no late submissions will be accepted. C. Proposals Received Late: Proposers are encouraged to submit their proposals as soon as possible. The time and date of receipt as recorded within the Bonfire electronic system shall be the official time of receipt. The City is not responsible for late submission regardless of the reason. Late Proposals will not be considered under any circumstances. D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager. E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on standard 8-1/2" x 11" vertically oriented pages, numbered at the bottom. The City only accepts electronic submissions via https://southlake.bonfrehub.com/login. Any other format (via telephone, fax, email,etc.)may be rejected by the City at its discretion. F. Validity Period: Once the submittal deadline has passed,any Proposal Document shall constitute an irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at the price(s)shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of the expiration of ninety(90)days from the submittal deadline, or until a contract has been awarded by the City. 7.Proposal Evaluation and Contract Award A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or services specified herein will be made using competitive sealed proposals, in accordance with Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. The City will evaluate all proposals to determine which proposers are reasonably qualified for the award of the contract,applying the anticipated evaluation factors and emphasis to be placed on each factor as identified in the Scope of Services. The City may, at its option, conduct discussions with or accept proposal revisions from any reasonably qualified proposer. The City reserves the right to determine which proposal will be most advantageous to the City. B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the RFP,City alone will determine whether the variance is so significant as to render the Proposal non- responsive, or whether the variance may be cured by the Proposer or waived by the City, such that the Proposal may be considered for award. C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non- compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of the City. In the event of a conflict between these standard RFP requirements and details provided in Appendix A—Scope of Services or Appendix B—Proposal,the Appendices shall prevail. D. Unit Prices and Extensions: If unit prices and their extensions do not coincide,the City may accept the price most beneficial to the City,and the Proposer will be bound thereby. City of Southlake RFP2010B540JC200011 Page 4 of 26 Item 4E-52 E. Additional Information: City may request any other information necessary to determine Proposer's ability to meet the minimum standards required by this RFP. F. Partial Contract Award: City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers based on the unit prices proposed in response to this request, or to reject any and all Proposals and re-solicit for Proposals,as deemed to be in the best interest of City. G. Terminate for Cause: The occurrence of any one or more of the following events will justify termination of the contract by the City of Southlake for cause: i) The successful proposer fails to perform in accordance with the provisions of these specifications; or ii) The successful proposer violates any of the provisions of these specifications; or iii) The successful proposer disregards laws or regulations of any public body having jurisdiction; or iv) The successful proposer transfers, assigns, or conveys any or all of its obligations or duties under the contract to another without written consent of the City. v) If one or more of the events identified in Subparagraphs G i)through iv)occurs,the City of Southlake may, terminate the contract by giving the successful proposer seven (7) days written notice.In such case,the successful proposer shall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful proposer shall not receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination. vi) When the contract has been so terminated by the City of Southlake, such termination shall not affect any rights or remedies of the City then existing or which may thereafter accrue. H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually performed;to the extent said services are satisfactory. City of Southlake RFP2010B540JC200011 Page 5 of 26 Item 4E-53 Appendix A — Scope of Services 1.Project Title: Landscape Services for City of Southlake 2.Scope of Services Contact Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA. Phone. 817.748.8312, e-mail: tslifka@ci.southlake.tx.us. 3.Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: Vendor will be paid on an"As Performed/As Requested" basis 4.Proposal Evaluation Factors Emphasis Factor 30% Vendor Overall Price for Services 30% Vendor Experience Providing All Required Services 35% Vendor Ability to Provide All Required Services 5% Vendor Past Experience with City 5.Brand Manufacture Reference The City has determined that any manufacturer's brand defined in the Scope of Services meets the City's product and support need. The manufacturer's reference is not intended to be restrictive and is only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products of like quality will be considered if the Proposal is fully noted with the manufacturer's brand name and model. The City reserves the right to determine products and support of equal value, and whether other brands or models meet the City's product and support needs. 6.Key Events Schedule Proposal Release Date October 16,2020 Deadline for Submittal of Written Questions November 5,2020 Sealed Proposals Due to and Opened by City Shown on First Page of this RFP Anticipated Committee Evaluation Review Date November-December 2020 Anticipated Award Date January 2021 7.Scope of Services The City of Southlake is seeking vendor(s) to provide landscape services for various City locations. These services shall consist of,but not be limited too;fmish cut mowing,semi-rough cut mowing,rough cut mowing, Right-of-Way mowing, Brush Hog mowing, landscaping services, irrigation services, fertilizer, weed control and pesticide applications. Definitions of these types of mowing and other required services are provided within the Scope of Services. Vendor shall provide all materials,equipment and labor required to perform all requested work identified within the Scope of Services. Vendor pricing for individual items shall include all associated costs. City of Southlake RFP2010B540JC200011 Page 6 of 26 Item 4E-54 Vendor shall maintain current licenses and certifications, as required,to perform all requested services during the contract period and period of any renewals. Vendor must submit copies of all valid, currently held licenses required to perform requested services with their proposal submittal.These include, but are not limited to,Landscape Irrigation license and Commercial Applicators license. Proposals submitted without current valid licenses may be deemed non-responsive at the discretion of the City. Vendor shall submit yearly updates of license renewals as required. The City shall perform random vendor required license checks as it deems necessary. Vendor shall provide copies of current license status as requested by the City throughout the term of this contract. Vendor shall adhere to all Federal, State and local laws governing requested services. The City reserves the right to award this contract individually or by group. Service frequencies shown are estimated only and in no way are a guaranteed amount of services to be performed. Vendor may indicate `no-bid' in the Bid Table for areas they do not wish to bid on. The City shall provide vendor with a contact person who shall oversee the landscape related services with the City. This person shall be the point of contact for the vendor for all landscape service-related questions or issues. Vendor will be paid on an"As Performed/As Requested"basis.City shall determine when services are to be performed. Vendor will supply City with anticipated weekly mowing schedule once services are awarded. City may modify schedule to fit City needs. City will coordinate any mowing or service schedule changes with vendor. Vendor must provide to City contact a weekly mowing list of all areas serviced to be confirmed by City to allow for payment approval. Vendor shall provide the following services: A. Mowing Services Finish Cut Mowing: This style of mowing service shall consist of the following: All visible debris picked up prior to mowing Vendor shall not mow when area is too wet to prevent turf damage or create ruts. Straight Level Cut All grass clippings should be mulched utilizing proper equipment. Designated areas in certain groups require clippings to be bagged. At this time this includes Family Park, Rustin Park, Town Hall, and The Marg. Additional areas may be added as required and will be coordinated with vendor. No visible thatch or clippings left behind. All visible thatch or clippings shall be collected and disposed of by vendor.Clippings will not be blown into drain inlets. If services cannot be performed due to rain or other circumstances,multiple passes may be made at the City's discretion and additional cost. All sidewalks,edges,borders,fences,and tree areas shall be line trimmed or stick edged as required. Mowing and trimming around trees must be done with caution as to avoid any damage to tree trunk. All areas serviced shall be free of any related debris following services. Replacement of dead or dying landscape materials and/or turf will be at City expense unless caused by vendor negligence. Grass height shall be as determined by City based on City requirements. City of Southlake RFP2010B540JC200011 Page 7 of 26 Item 4E-55 Semi-Rough-Cut Mowing: This style of mowing service shall consist of the following: All visible debris picked up prior to mowing Vendor shall not mow when area is too wet to prevent turf damage or create ruts. Straight Level Cut No visible piles of thatch or clippings left behind. All visible piles of thatch or clippings shall be collected and disposed of by vendor. If services cannot be performed due to rain or other circumstances,multiple passes may be made at the City's discretion and additional cost. All sidewalks, edges, boarders, fences, and tree areas shall be line trimmed or stick edged as required. Mowing and trimming around trees must be done with caution as to avoid any damage to tree trunk. All areas serviced shall be free of any related debris following services. Replacement of dead or dying landscape materials and/or turf will be at City expense unless caused by vendor negligence. Grass height shall be as determined by City based on City requirements Rough-Cut/Right-of-Way Mowing: This style of mowing service shall consist of the following: All visible debris picked up prior to mowing Vendor shall not mow when area is too wet to prevent turf damage or create ruts If services cannot be performed due to rain or other circumstances,multiple passes may be made at the City's discretion and additional cost. All areas shall not exceed a maximum vegetation height of five (5) inches. This will include open area,fence line,trees,hydrants,utility easement,etc Please refer to individual maps included in Attachment A. All sidewalks, edges, boarders, fences, ditch lines and tree areas shall be line trimmed or stick edged as required to maintain maximum allowable vegetation height. In select areas vendor will be required to maintain a minimum sixty inch 60") mowed strip on either side of sidewalk. These mowed strips shall be maintained at a five(5) inch height. City contact shall coordinate with vendor as to mowing schedule. Mowing and trimming around trees must be done with caution as to avoid any damage to tree trunk. Vendor must immediately notify City contact of any debris removal issues identified during mowing services which obstruct vendor's ability to perform required right of way mowing services. All areas serviced shall be free of any related debris following services Replacement of dead or dying landscape materials and/or turf will be at City expense unless caused by vendor negligence. Not all identified Right of Way areas are maintained by the City. Some areas may be maintained by HOA,homeowner or business owner. City will coordinate with vendor on required services for these areas. Undeveloped properties that are on the ROW streets and roads should also be included in your costs. Most businesses or companies that manage business properties maintain their property and should not be included in ROW costs. These areas are subject to change. Once property is developed, landowner is then required to maintain property.These areas will then be removed from the contract and pricing adjusted accordingly. City of Southlake RFP2010B540JC200011 Page 8 of 26 Item 4E-56 School property, parks, and city facilities should not be included in your ROW costs. These costs are already incorporated into the individual area costs except for school property which is not included in this proposal. Home owners are required to maintain their own right of way except when they are prevented because of ditch or public easement such as Dove Road between White Chapel and Carroll Avenue.In this case vendor shall be responsible for these areas.These areas are subject to change and shall be coordinated with awarded vendor for increase or reduction in contract pricing as required. Code Enforcement Abatements: These mowing services shall consist of the following: Vendor must be able to perform Code Compliance mowing for the city and be available to service an area within 48hrs(2 business days)of notice from the city. This type of Rough-Cut mowing will include mowing, line trimming and edging of any areas as needed which exceed a height of 12 inches or is overgrown onto a public sidewalk, walking path or street. When services are completed, all public sidewalk,walking path,or street must be clear of thatch and debris.Visible thatch left on grass areas is not required to be bagged or removed. Determination of area to be serviced will be at the Code Officers discretion.All listed services are to be included in hourly rate. Brush Hog Mowing: These mowing services shall consist of the following: All visible debris picked up prior to mowing Vendor shall not mow when area is too wet to prevent turf damage or create ruts If services cannot be performed due to rain or other circumstances,multiple passes may be made at the City's discretion and additional cost. Thatch and clippings may be left behind All areas shall not exceed a maximum vegetation height of twelve (12") inches. This will include open areas, fence lines, trees, hydrants, etc... Areas to be identified by City. Vendor must immediately notify City contact of any debris removal issues identified during brush hog mowing services which obstruct vendor's ability to perform required services. All areas services shall be free of any related debris following mowing services Vendor shall immediately notify City contact of any mowing related issues they encounter during mowing services. B. Landscaping Services Vendor shall provide all services which include,but are not limited to,materials,equipment and labor required to perform: Flower and Landscape Beds maintained and free of weeds. Any damages caused by vendor to drip irrigation lines while vendor is performing services within the beds is to be repaired immediately by vendor and at no additional charge. Provide weed control in all expansion joints and cracks of walkways, pavers, parking lots, buildings, curbs, fence lines, around walls, manhole structures and drain inlets as required within mowing areas. Color change out of flower beds as requested. Standard flower types, depending on season or time of requested change shall be used. Spacing and type of plant City of Southlake RFP2010B540JC200011 Page 9 of 26 Item 4E-57 material as directed by City. Flat of plants shall be considered eighteen (18) 4" pots. Price should include all required services including, but not limited to, removal, disposal, tilling, installation, and fertilization of new color. Additional bed prep materials and labor required to raise or recondition beds as required, to be included in overall per plant flat cost. Over Seeding with perennial Double Eagle or equivalent Ryegrass in requested areas. Areas may change from year to year due to water restrictions and at City discretion. Includes scalping. Replacing dead areas of grass by seeding or sod per City direction Hydro-Seeding/Mulching Services Anticipated minimum requested service area is one thousand(1,000) square feet. (Does not include seed cost or prep services cost but does include mulch, fertilizer,water,and installation services). Replacing dead landscaping with City approval.Vendor shall inform City contact immediately of identified dead or dying landscaping. Replacement of dead or dying landscape materials and/or turf will be at City expense unless caused by vendor negligence. Tree, shrub, and other planting services as requested. Shrub, ornamental grasses, ground covers, and hedge trimming services as required to maintain desired appearance. May require weekly trimming in high profile areas. Tree maintenance is provided by another contracted vendor.Vendor shall perform safety related pruning to remove small branches overhanging walkways or pedestrian areas which may cause injury(8' clearance).This cost will be included in landscape or mowing costs. A separate charge may not be listed for this incidental pruning. Mulch should be no-float shredded hardwood or cedar mulch. Small area mulching will be at the discretion of the contractor, while larger area mulching will need approval from the City's contact. Special care needs to be given around plant material and a 4"gap around the tree trunk will need to be maintained within the tree wells. City contact will specify depth of the mulch. Vendor shall immediately notify City contact of any landscape or tree related issues identified while performing landscape services. Whether it be plant related or insect/disease related, recommendations or a plan of action needs to be submitted to City contact. Pond Maintenance is not required at any location.Vendor shall be responsible for grounds maintenance and litter removal,up to and including,debris washed up to the shoreline edge(not to exceed 6"into water)of a pond located within awarded area.Disposal of debris is the vendor's responsibility. Bicentennial Park Playground and other high traffic areas require special time restrictions when services can be performed. See Vendor Work Hours Section G. Tree Wells services within Town Square are identified as any tree well on a named street within the Town Square perimeter which has been included within other designated areas. See Map_10_. Estimated amount is four hundred fifty(450). Landscape beds serviced within Town Square are identified as any bed on a named street within the Town Square perimeter which has not been included within other designated areas. See Map_11_. Estimated amount is one hundred thirty(130). Vendor is responsible to keep work area clean and allow safe and unobstructed passage in public areas including, but not limited to, sidewalks, streets and pathways. Vendor shall leave area of any project or location where services have been performed in a clean and safe condition. City of Southlake RFP2010B540JC200011 Page 10 of 26 Item 4E-58 Soil Preparation Services for Hydro-Seeding/Mulching or Sod Services: These services shall include,but not be limited to: Removal of existing sod to requested depth,normally 1-2 inches in depth Adding compost or fresh topsoil as required Leveling soil which will vary with slope or contour of ground. Vendor shall provide additional topsoil or compost materials required and be responsible for the addition and the combining of these materials with existing surface. The City may also request "Light Grading" services. These services shall be defined as light hand raking to remove small rocks, break up dirt clumps etc... These light grading services shall be on an as requested basis. C. Irrigation Services AU irrigators shall comply with Texas Administrative Code subsection G, Chapter 344.71., Contracts. Any questions related to this Administrative Code should be addressed to Mr. Paul Ward, Chief Building Official, City of Southlake at pward(a ci.southlake.tx.us or 817-748-8278. Vendor should perform weekly spot check of irrigation systems during mowing or other services and notify City contact of any irrigation related issues found (i.e., brown spots, dying plant material,washout,or overwatering condition,etc ) Vendor shall be required to operate area irrigation systems as assigned by the City to confirm system performance to maintain landscape and/or turf areas. This includes scheduling within mandatory water restrictions. The frequency of these checks is at the discretion of the vendor. The vendor is responsible to maintain the various assigned irrigation systems in proper working order. Failure to confirm irrigation system operations in vendor assigned areas shall be considered vendor negligence. Assigned areas shall be coordinated with awarded vendor and currently include select areas of Group 1 and Group 6. Other areas may be as assigned at City discretion and coordinated with awarded vendor. Detailed irrigation audit list must be submitted, by email, to the City contact within 24 hours identifying irrigation areas needing repair or areas of concern. Detailed list of performed irrigation repairs shall submitted to City contact within 48 hours of completion to include,type of repair,hours spent, and supplies used. Monitor rain and freeze sensor operation. Vendor shall be responsible for monitoring these sensor operations in assigned areas to ensure correct performance. Vendor shall provide City with irrigation schedule in assigned areas and shall notify City of any changes to irrigation schedule. The City manages many of their controllers through a central control system. Notification of any changes at the controller is critical to avoid any changes that contradict each other. It is up to the vendor to inform the City contact of any changes in vendor assigned areas immediately. The City shall inform vendor of any City initiated changes as required. City shall coordinate with vendor any changes to schedule of irrigation for Special Events as required. This may require systems to be turned off at the controllers and double checks, and then bleed system prior to the event. City contact shall coordinate with vendor to turn the system back on and check for any issues after event(s). Replacement of dead or dying landscape materials and/or turf will be at City expense unless caused by vendor negligence. City of Southlake RFP2010B540JC200011 Page 11 of 26 Item 4E-59 Vendor will need to provide"Irrigation Audit in Progress"signs while preforming any work outside of the watering restrictions. Irrigation audits shall not be performed on Mondays or during peak times in high profile areas. City contact shall coordinate these services with vendor. City may provide vendor with audit form or use vendor supplied irrigation system audit form, as approved by City, for the vendor to complete and submit to City contact. Replacement parts, i.e.brand, specifications,types shall be pre-approved by City. This includes,but is not limited to,valves, controllers,and heads. Irrigation Repairs or New Installations consisting of, but not limited to: Spray nozzle replacement Leaking supply pipe repair Controller repairs or replacements as required Raising or lowing sprinkler heads as required or requested New installation or expansion of service in existing areas Service call for repair of system System controller programming Vendor shall immediately notify City contact via email of any identified irrigation repairs detailing repair required and location information. In vendor assigned irrigation areas: Prior approval of all minor irrigation repairs is not required. Vendor shall inform City contact via email as soon as possible of required repairs. Major irrigation repairs (exceeding one thousand dollars $1,000) shall be coordinated with City contact immediately. Email or phone contact is required. City contact will respond within 24 hours or less with approval or denial of major irrigation repair request. Emergency irrigation repairs shall be coordinated through City contact. Emergency irrigation repairs are defined to include,but not limited to,main water line break,stuck valve,watering during a snow or ice event,creation of any public hazard situation, etc.... Vendor shall immediately notify City contact via email and phone of any required emergency irrigation repairs and shut down water supply,as required, until repairs are authorized through City contact. Replacement parts, i.e. brand, specifications,type shall be pre-approved by City. This includes,but is not limited to, valves, controllers, and heads. D. Fertilizer,Pesticide,and Herbicide Application Services Vendor shall: No product(s)containing Glyphosate to be used on any city property or work being performed for the city. All fertilizer, pesticide, and herbicide control applications must comply with Texas Department of Agriculture(TDA)rules and regulations. Single or small fertilizer, pesticide, or herbicide application services may be charged at"As Requested"hourly labor rate. This is at the discretion of the City. Applied product cost is not included in this rate. Provide written or email notice to City contact, for non-emergency applications, 48 hours prior to any application. If emergency application services are required, vendor must coordinate with City contact prior to application. City of Southlake RFP2010B540JC200011 Page 12 of 26 Item 4E-60 Failure to provide prior application information prior to services may result in vendor non-payment for any work performed. Vendor shall provide application services in progress signage, minimum size 18"Hx24"W(sample picture included in Attachment A), indicating area is being treated. Signage shall be posted prior to start of application process and should be left in place until services are completed. Vendor is responsible for all costs associated with providing this signage. Signage shall be posted at all entrances or areas as determined by the City and coordinated with vendor. Pre-emergent,Post-emergent,and fertilizer mixes applied as required or requested by the city. Provide MSDS sheets for any products utilized while providing these services. Chemical application logs per application/location may be requested by the city. E. Other Vendor Provided Services Core Aeration. Vendor shall perform core aeration on select areas as requested. Plugs may require removal and disposal,as determined by the City. Machine Verticutting/De-Thatching. Vendor shall perform machine verticutting on select areas as requested. All thatch/clippings shall be removed and disposed of. F. Vendor Responsibility Vendor shall report to City contact within 24 hours, by email, any areas which cannot be serviced during a regularly scheduled service and the reason for the inability of vendor to service area.City will review issue and advise vendor within 24 hours of notification as to required vendor or City course of action. Trash, Litter and Debris Removal: Litter shall be collected on each site prior to vendor employees conducting mowing or landscape services. Litter includes,but is not limited to, paper, glass, cans, etc. (generally items 2" or larger). All litter collected must be disposed of by the vendor and is included in all provided services. An extra fee may not be charged for disposal. Debris such as organic plant material,grass clippings, sticks,fallen limbs,etc.must be removed from the grounds, parking lots, sidewalks and drain inlets the same day of services and disposed of by the vendor as required by individual service type scope of services. All plant beds shall be maintained 100%free of litter and debris(items larger than grass clippings and mulch). Vendor shall provide supervisory level contact person who can successfully communicate with City contact, to perform weekly or monthly walk through of all service areas with City contact as requested,to identify any issues or potential issues and confirm contract compliance. This is an included cost of awarded contract. An additional fee may not be charged for this required walkthrough. Weekly checklist provided to City contact detailing all work performed by vendor during the previous week. This checklist is to be submitted to City contact by Tuesday of the week following service. Checklist shall be provided to vendor by City. Vendor shall be responsible for any vendor caused damage to property or landscape. This vendor responsibility may include replacement or repair of damaged property or landscape to before damaged condition. All vendor employees while working on City property will wear uniforms to serve as a means of identifying the vendor's employees. Uniforms are to be clean and in good condition. City of Southlake RFP2010B540JC200011 Page 13 of 26 Item 4E-61 Vendor shall be considerate of surroundings/people in public areas during any vendor services. If people are present or traveling through an area being maintained, treated, or otherwise serviced, vendor shall stop services and allow them to pass or leave area,before resuming services,as necessary or appropriate. Vendor shall report any issues or concerns to this requirement to City contact as needed. G. Vendor Work Hours Vendor work hours shall not begin earlier than 7:00 AM and must complete services by 8:00 PM unless otherwise agreed to in writing by the City. Some locations shall have more restrictive mowing and service times (Group 1 See Below). These locations shall be identified individually and hours for service shall be coordinated with vendor.No work shall be performed on weekends without prior written approval of City. Vendor shall coordinate schedule of all services with City contact. Group 1 area mowing schedule: Town Hall -Map 1 -Completed by 9am Rustin Park-Map 2-Completed by 9am Family Park-Map 3 -Completed by 9am BIC Park Playground Area-Map 15 -Inside Fence in Playground to be completed by 8am The Marq Front Entrances-Map 16 Front Entrances ONLY at Legends Hall and Champion Club to be completed by 9am. Tennis Center-Map 17-Completed by 8:30am H. Invoicing and Billing Vendor must submit detailed invoicing to Accounts Payable.Invoice should list in detail the location(s),services performed,and date services performed. The City shall provide vendor with a monthly checklist for services to be performed and to reconcile for billing purposes. All original invoices must be submitted to: City of Southlake Attn: Accounts Payable 1400 Main Street,Suite 420 Southlake,Texas 76092 Or via e-mail to accountsnavablena,ci.southlake.tx.us A copy of the invoice should be additionally submitted to City contact to allow department to verify and approve invoicing. Vendor percentage off manufacturer list price for product. This bid table item is defined as manufacturers list price minus any discount the vendor is passing along to the City. No discount=0%. City of Southlake RFP2010B540JC200011 Page 14 of 26 Item 4E-62 I. Vendor Equipment Vendor's equipment shall be clean and maintained in proper operating condition at all times. All guards and safety devices shall be in place and in proper working order. Vendor must submit with their Proposal a list of all available equipment. This list, at a minimum, should include equipment description, model number, age, and number of available units. Vendor shall identify on this list the equipment they anticipate using during the performance of this contract.Vendor shall be required to drop off equipment and move transport vehicles to another location in certain service areas. These areas will be as identified by City. Transport vehicles are not to be left in retail areas except for drop off and pick up of required equipment.Vehicles are to park towards the back of a parking lot away from the front spaces at any location.Vendor may coordinate with City contact special parking accommodations for equipment and materials drop off. Blocking of handicap spaces is prohibited. J. Miscellaneous Medians The City has multiple medians located throughout the City. Vendor shall be responsible for the mowing(as required), landscaping and irrigation systems of these medians. These areas may require various methods of mowing services. Vendor shall provide all required advance notice,equipment,and manpower to comply with all TxDOT rules regarding lane closures and safety equipment,signage,and lights. K. Additional Areas or Services as Required The City,as part of normal growth,adds additional and may remove areas to be serviced on an annual basis. Additional areas shall be added to the contract using a contract amendment and shall be based on established current contract pricing. If no current equivalent contract price is available or appropriate,City and vendor shall work to establish pricing of additional areas. L. Aerial Views and Photos The City has provided aerial views and photos, as available, of all areas to be serviced and is attached as `Attachment A'. Maps may have additional details regarding service areas. Vendor is responsible to confirm areas to receive mowing and landscape services prior to submitting their Proposal. Most of the areas to be serviced are accessible by the public and do not require vendor to be accompanied to review. Secure areas, such as DPS Headquarters, DPS West and DPS North will require City staff to accompany proposer to view sections.The City has included detailed photos for each of these areas and does not anticipate providing a special viewing.If an in-person viewing is requested, please email Tim Slifka at tslifka@ci.southlake.tx.us. The City may schedule a day and time when interested vendors may review these locations. This date and time may be scheduled at the discretion of the City. City of Southlake RFP2010B540JC200011 Page 15 of 26 Item 4E-63