Item 4E - MemoItem 4E-1
CITY OF
SOUTH LAKE
MEMORANDUM
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.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4E-2
Shana K. Yelverton, City Manager
Meeting Date — January 3, 2023
Page 2 of 2
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.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4E-3
CITY OF
SOUTHLAKE
9
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 RFP201OB540JC200011
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 RFP201OB540JC200011 ". 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
accountspayablenci.southlake.tx.us (preferred) or
1400 Main Street, Suite 420, Accounts Payable, Southlake, TX 76092
Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal,
state, and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager
or an authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager CPPO, CPPB
City of Southlake
1400 Main Street, Suite 420
Southlake, Texas 76092
tslifkakci.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-4
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
Ti m,
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(a)ci.south Iake.tx.us
1
Pricing Information for O'Donnell's
Current Cost
Updated Cost
22-23
-Iffi&eaYe
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%
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%
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%
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%
Pe tonville 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
Hourly Labor Rate for "As Requested" Services
$
30.00
$
t9g
4E-15%
Code Enforcement Abatement Mowing Per Scope of Services
$
30.00
$
30.30
1.0%
Hand Watering Services
$
35.00
$
35.35
1.0%
Park Hardsca a Mason Lead
$
100.00
$
101.00
1.0%
Park Hardsca a 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 Plus 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 S . 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%
0.00
GROUP 9 - FERTILIZATION AND WEED CONTROL SERVICES - TO BE PART OF EVERY
GROUP
Fertilizer Application Per S . Ft. of Chemical Applied. (Labor Cost)
$
0.01
$
0.0101
1.0%
Fertilizer Application Per S . 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%
Vendor Discount off of Mfg. List Price of Granular Fertilizer Product A lied
5%
59te mE-1(Q
°
ro
Pesticide or Herbicide Application Per Unit of Measure of Chemical Applied Labor Cost
$ 0.01
$ 0.01
0.0%
Pesticide or Herbicide Application Per S . 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-11
December 15. 2021
O'Donnell's Landscape Services, LLC
240 Timberline Lane
Southlake_ Texas 76091
Attn: Mr. Scott O'Donnell
5[]�1 ORIGINAL DOCUMENT
CITY OF SOUTIIL��4�K-E
Council Action;�%!Y
Ord./Res. No. r�
Date Approved
Subject: Notification of Contract Renewal for Landscape Services for City of Southlake RFP201OB540JC20001 l
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 RFP201OB540JCI-0001 l". This renewal small become effective January 19, 2022 pending
City Council approval (CC Award date --I`V1-&1g._ ) and shall continue in full force based on the terms and conditions of
ac the initial award. As a condition of contrt 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 Terns:
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:
Shal l be effective for twelve months from date of renewal and is eligible for up to three (3 )
more one { 1 I year annual renewals.
City Contact:
Junior Camacho 817-748-8357
Send all billing to:
City of Southlake
accountspavable(a}ci.southlake.tx.us (preferred) or
1400 Main Street. Suite 420_ Accounts Pavable. 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 Slit'a
Purchasing Manager CPPO, PPB
City of Southlake
1400 Main Street, Suite 420
Southlake. Texas 76092
tsl i&afaf ci. southlake.tx.us
Fax: 8 l 7-748-80 10
Contract �ew 1 Accep
Signed:
Ma r John Uan
City of Southlake
`�x►���[H LA kF ►��Ai
C el,• `s
or .....
Date: 4 01�
Shelley T MC
Pity Secretary
ity:
Item 4E-12
[-Ary Cx 0RIGINALT)ocUML•NT
SOUTHLAKE CITY OF SGUTIILAKE
Council AcWn:(DN
Qrd.lRes. No.
Date Approved Q
January 19, 2021
O'Donnetl's Landscape Services, LLC
240 Timberiine Lane
Southlake, Texas 76092
Attn. Mr. Scott O'Donnell
Subject- Award Notification of Contract for Landscape Services for City of Southlake RFP20108540JC200011
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 RFP20100540JC200011" 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 t `t
The terms and conditions proposed and accepted in this agreement are as follows:
Payment Terms. Net 30 days (Unless otherwise noted — such as pre- andlor 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 (i) 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 accounts a able ci.southlake.tx.us
Other Charges The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal,
state, and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing
Manager or an authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely, Timothy Slifka'-•�
Slifka,Tim Purchas ng Ma age PP8
City of Southlake
1400 Main Street. Suite 420 "
Southlake, Texas 76092
tsGfkaCs�7ci.southtake.tx, us Att
rn .
Amy elle~,; C
Contract and A qrd Accept : City Secretary,
4� �
Signed: ,, G � Date: � l� �` lap raved as to F r'�n af� �• t 1*.,,,�`<<
May<5r Laura dill
City of Southlake ity Attorney
.. q Item 4E-13
SOUTHLAKE
19
December 8, 2020
❑'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@cs.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
Tim Slifka. CPPO. CPPB
Purchasing Manager
City of Southlake
1400 Main Street, Suite 420
Southlake. Texas 76092
tsiifka@cisouth lake.tx. us
Contract and Accepted-
Signed:
Ma or Laura Hill
City of Southlake
Date. 0 V n 5' of
Attest:
UVOV) "W L.OMQ 4, TRMC
Depv� CitySecretary
App oved as 0 Form and egality.
1
ity Attor ey
Item 4E-14
Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal)
Appendix B (pages _16_ through _25) must be included in the proposal submittal
J 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 $9 and 5B 252 acknowledgement. See Page _22_.
.00fo Vendor Equipment List
Vendor Licenses (as required)
iTZ
7RFP Number:
RFP2010B540JC200011
Project Title:
Landscape Services for Ciq of Southlake
Submittal
3:00 P.M. (CST), Friday November 20, 2020
Deadline:
Submit Electronically* to: https:Hsouthlake.bonfirehub.com/login
* Requires email account login and password.
Proposer Information:
Proposer's Legal Name:
�' nrJ a E�1~• s lfiNlS Ser.P 5 RU'at LLC
Address:
Z y❑ trrBEtiLLNE LIPIN�
City, state & Zi
5 d 3'T )ALA V F. `'C ILx P, (Do q �
Federal Employers
Identification Number #
, 5 I lag 0 btaci� 0
Phone Number:
$ l 1 S 41. y+A R$
) Number•
i1 S !. ">;... 4ck $ 1
E-Mail Address:
i r►� �! d.+l+t 1 S. a v+�+
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..'Scant E. 0*tb0 n.+_l ►
Signature of Authorized Representative.
Signed this �(day) of t-1 o.je w• l.e r (month), Za LD (year)
i warnea of tnls Request for Nroposals by the following means:
Newspaper Advertisement
Southlake Website
Mailed Me a Copy
Bonfire
City E-mail Notification
Cold Call to City
Other
City of Southlake - RFP201t1B540.IC200011 - page 16 of 26
Item 4E-15
Primary Responses
Success All data Is valid!
Numeric:
a-
Q,,ardity
Raquirud
Group 1 - Finish Mowing
and Landscape Services
Town Hall Building - Mowing Services Per Scope
Success All values provided
Bid
p 1-
52
Per Each $arwce
$21.00
S 1,092-00
Of Services
Success: All values provided
Bid
#1-2
Town Hail Building - Landscape Services Per
52
Per Each Service
$ 800
$416.00
Scope of Services
Success. All
Bid
N7-3
Rustin Park - Mowing Services Per Scope of
52
Per Each Service
5 75-00
5 3.900.00
values provided
Services
..
Success: AN values pmrided
Bid
t81-4
Rustin Park - Landscape Services Per Scope of
_
52
Per Each Service
$ 30 -M
5 1 580.00
Services
Success. All
Bid
01-5
Family Park - Mowing Services Per Scope of
52
Per Each Service
$80,00
$4.160.00
values provided
Services
..
Family Park - Landscape Services Per Scope of
Success all values provided
Bid
p•-�
Services
52
Per Each Service
$ 30.00
$1.560.00
Success: All
Bid
u:. _
Central Park - Mowl rig Services Per Scope of
vsh,es provided
Services
4
52
Per Each Service
$45-00
$ 2.340.00
Success. A8
81d
,,
Central Park - Landscape Services Per Scope of
values provided
7
Services
4
52
Per Each Service
5 25.00
S t 300.00
Success. All
Bid
Summit Park - Mowing Services Per Scope of
values provided
ai-y
Services
1
52
Per Each Service
$ 112.00
$ 5 824.00
Summit Park - Landscape Services Per Scope of
Success U values provided
Bid
4-- i j
Services
52
Per Each Service
S 15.00
S 780.00
SucoesS. Ail valves prowled
Bid
a•- i t
Frank Cornish Park - Landscape Services Per
h
52
Per Each Service
5 15.00
5780.00
Scope of Services
Success all
Bid
McPherson Park - Mowing Services Per Scope of
values pravrded
u 2
Services
52
Par Each Service
5 90.00
5 4 680 00
Success All
Bid
e1-•-;
McPherson Park - Landscape Services Per
-
values provided
Scope of Services
52
Per Each Service
$20 00
$1 040.00
QPS Headquarters - Mowing Services Per Scope
Success. All values provided
Bid
,
of Services
a
52
Per Each Service
$75.00
5 3 900.00
Success. All
Bid
hl-1,,
DPS Headquarters - Landscape Services Per
values provided
Scope of Services
3
52
Per Each Service
$ 25.00
$1.300.00
Garden District - Mowing Services Per Scope of
Success, AA values provided
Bid
p, ,�
52
Per Each Serv,ce
S 75 00
5 3 900 00
Services
Success: Alt values provided
Bid
a •- t7
Garden District - Landscape Services Per Scope
9
52
Per Each Service
$25.00
S 1,3w 00
of Services
Garden District Park - Mowing Services Per
Success. A11 vawes provided
gjd
_•--3
Scope of Services
g park
52
Per Each Service
$ 8Q.00
$4 580 00
Item 4E-16
Garden District Park - Landscape Services Per
Success All values provided
Bid
u. i-
.� cork
52
Per Each Service
5 75-0^_
$ 780.00
Scope of Services
Tree Wells on Any Named Street • Landscape
S�cuss M values provided
Bid
.1
Services Per Scope of Services
52
Per Each Service
s 20 •x1
s 1 040 00
Town
Town Square Beds on Any Named Street -
Success. AN values provided
Bid
1
52
Per Each Service
S 84 00
$4 368.00
Landscape Services Per Scope of Services
Town Square FM 1709 Rightof-Way - Mowing
Success AN values p*uvided
Bid
41-22
Services Per Scope of Services
12
52
Per Each Service
s 120.00
$B 240 00
Success: All values provided
Bid
r17.23
North Carroll Avenue Medians and Rightof-Way -
52
Per Each Servce
5 42.00
$2.184.00
Mowing Services Per Scope of Services
North Carroll Avenue Medians and Right of -Way -
Success AA values provided
Bid
,4
r1 -
52
Per Each Service
$25 00
$ 1.300.00
Landscape Services Per Scope of Services
Succesa. AA values prvvrded
Bid
iv-+.1
State Street Right -of -Way - Mowing Services Per
14
52
Per Each Service
s 15.00
5780.00
Scope of Services
Bicentennial Park - Mowing Services Per Scope
Success: All values provided
Bid
x -:.,
of Services
15
52
Per Each Service
S 1 425.D0
$ 74.100 00
success: N values provided
Bid
a ; -
Bicentennial Park - Landscape Services Per
_
52
Per Each Service
$ 80.00
$4.160.00
Scope of Services
success. N vakies Provided
Bid
a1 2g
The Marq - Mowing Services Per Scope of
15
52
Per Each Service
S 315 00
S16.36000
Services
Succrsa: AN
61d
r+,i.
The Marq - Landscape Services Per Scope of
16
52
Per Each Service
S
33720.00
vaWn prp.nded
Services
d0.00
Southlake Tennis Center - Mowing Services Per
Success: A9 values provided
Big{
01-, •
Scope of Services
1
52
Per Each service
s 175 00
s 9 100.00
Southlake Tennis Center - Landscape Services
Success: Allvalues proYided
Bid
Per Scope of Services
_
52
Per Each Service
5 35.00
5 7.820.0p
Group 2 - Semi Rough Mowing and Landscape Services
OPS West - Mowing Services Per Scope of
Success: All values provided
Bid
411
Services
48
Per Fact, Service
$ 155.00
$ 7 440 00
❑PS West - Landscape Services Per Scope of
Success: All values provided
Bid
a2-2
:8
48
Per Each Service
$20.fl0
$960.00
Services
Success: NI
Bid
Royal 8i Smith Park - Mowing Services Per Scope
Per
10.560.00
values provided
><-
_
Of Services
48
Eatn Servile
S 220.p0
$
Success: All
Bid
nz-4
Royal & Smith Park - Landscape Services Per
Per
10.00
values provided
Scope of Services
48
Each Service
$
$480.00
Succrss� An
Bid
Southlake Sports Complex - Mowing Services
a6
Per Each Service
$415.00
519.92000
values provided
-
Per Scope of Services
Success: All
Bid
u2-3
Southlake Sports Complex - Landscape Services 20
48
Per Each
10.00
values provided
Per Scope of Services
Service
$
$480-00
Item 4E-17
Southlake Sports Complex Fields Only - Mowing
Success All values provlded
Bid
42.7
20 Fields
46
Per Each Service
5 175.00
$ a 400.00
Services Per Scope of Services
UPS North - Mowing Services Per Scope of
Success. All values Arovided
Bid
p2-1�
Services
2 i
4a
Per Each SoN,ce
$ 310.00
514.880-00
CPS North - Landscape Services Per Scope of
5i.cce5s All values provided
Bid
K2-9
Services
4S
Per Earn Service
S 20.00
S 9W.00
Public Works Operations - Mowing Services Per
Success: AS vakras provided
Bid
02-10
: 7
30
Per Earn Service
S 210.00
$6.300,00
Scope of Services
Success: All vakass provided
Bla-11
Public Works Operations - Landscape Services
-`
30
Per Each Service
S 10.00
S 300.00
Per Scope of Services
Southlake Activity Center - Mowing Services Per
Success 0 values provided
Bid
#2-12
48
Per Each Service
$235.00
5 11 2B0.o0
Scope of Services
Southlake Activity Center - Landscape Services
si uc cess: All val uas provided
Bid
42-+:
Per Scope of Services
23
48
Per Each Service
$ to M
S 480 00
Stone Lakes Walkway - Mowing Services Per
Success: A& values provided
Bid
42- la
Scope of Services
24
48
per Each Service
917.00
$816.00
Success. AN
Bid
Stone Lakes Walkway - Landscape Services Per
24
48
Per Each Service
$ 8 00
S 3U.00
values prodded
,,,
Scope of Services
Success All
Bid
p2-l�
Pump Station # 1 - Mowing Services Per Scope
Per Each Service
$215.00
S 10.320.00
values provided
of Services
2s
4a
Pump Station # 1 - Landscape Services Per
Success All values provided
Bid
s2--
Scope of Services
211:
48
per Each Service
$ 10.00
$480.00
Pump Station # 2 - g Services Per Scope
Success All values provided
Bid
42.1q
off Services
48
Each ice
Per EaSery
S 190.00
S 9.120.00
Success All
Bid
ty
Pump Station # 2 - Landscape Services Per
-
Per
values provided
•
Scope of Services
.
46
Each Service
S 10 00
S 4W.00
Success All
Bid
02-20
East Haven Paf-k - Mowing Services Per Scope of
values provided
Services
2-
48
Per Each Service
$ 38.00
5 1 924.o0
Success. All
Bid
k2-2]
East Haven Park - Landscape Services Per
Each
values provided
Scope of Services
2'
48
Per Service
S 2.00
S 96.00
Success. All
Bid
a2 22
Koality Park - Mowing Services Per Scope of
26
48
Per
120.00
5.760.00
values provided
Services
Each Service
S
$
Success Ail
Bid
a%23
I{oality Park - Landscape Services Per Scope o1
48
Per Each Servrte
S 15 00
$ 720.00
values provided
Services
- ..
Success: At
Bid
Liberty Park at Sheltonwood - Mowing Services
Per
values pmoded
u?-24
Per Scope of Services
48
Each Service
$200.00
$9.600.00
Liberty Park at Sheltonwood - Landscape
Success Ad values provided
Bid
a2-2"
Services Per Scope of Services
-
4a
Per Eadi Service
S 20 00
S 9a0 00
Success: AA values provided
Bid
ll2 ;;
Lonesome Dove Park - Mowing Services Per
48
Per ♦:ach Service
5 155.00
$7 dd0.00
Scope of Services
Success. All
81d
a2-2:
Lonesome Dove Park - Landscape Services Per
Per Each Service
S 100o
948000
values prontled
Scope of Services
...
48
Item 4E-18
Success All values provided
Bid
42-2u
Noble Oaks Park - Mowing Services Per Scope of
, r
48
Per Each Service
$185.00
$ 8.880.00
Services
Noble Oaks Park - Landscape Services Per
Success AA varies arov,ded
Bid
a•
46
Per Each Service
S 5.00
5 240.00
Scope of Services
Success. All values provided
Bid
92 .;,:
Bob Jones Park - Mowing Services Per Scope of
32
48
Per Each Service
S 1,000.00
$46.000-00
Services
Bob Jones Park - Landscape Services Per Scope
Success- AA valves provided
Bid
n�- ;•
of Services
32
48
Per Each Service
S 20 00
S 960.00
Chesapeake Park - Mowing Services Per Scope
SYCce]i: PEA values provided
Bid
s�-7�
33
49Per
Each Servce
S 250.00
S 12,000.00
of Services
Chesapeake Park - Landscape Services Per
Success: AA values provided
Bid
42-33
33
48
Per Each Seance
$10.00
5480.00
Scope of Services
Sucrass. M valYes provided
Bid
42-3a
North Park - Mowing Services Per Scope of
l+r
48
Per Each Service
$700.00
$ 33,600.00
Services
Success Ail
Bid
a?-37
North Park - Landscape Services Per Scope of
48
Per Each Service
$30.00
$1 440.00
values provided
P
Services
'^
Gateway Park - Mowing Services Per Scope of
Success: All values provided
Bid
4Z-:lk
Services
30
Per Each Service
S 56.00
S 1.680.00
Gateway Park - Landscape Services Per Scope of
Success: AM values provided
Bid
3'
30
Per Each Service
$5.00
5150.00
Services
Sueeeaa. A11
Bid
4.- 3�
Oak Pointe Park - Mowing Services Per Scope of
4
PM Each SBrma
5100.00
5400.00
values provided
Services
.�.
success. All values provided
Bid
a: . -
McPherson Branch Channel -Mowing Services
48
Per Each Service
S 20.00
$950.00
Per Scope of Services
Success. AS
Bid
#+-��:
McPherson Branch Channel - Landscape
Per Each
720.00
values pravrued
Services Per Scope of Services
..-
48
Service
$15.00
$
Group 3 - Rough Cut Mowing 1 Right -of
-Way Mowing
5-CIP--ti:IW wkres Provided
Bid
Is
North Kimball Lot - Mowing Services Per Scope
_
s0
Per Each Service
5 15.00
$ 450.00
of Services
Shady Lane Lift Station - Mowing Services Per
Success: Alt values provided
Bid
#s -2
Scope of Services
3„
30
Per Each Service
$ 30.00
s 9a1.a1
Tonan Lift Station - Mowing Services Per Scope
Success An varies provided
Bid
9;-3
of Services
y
48
Per Each Semce
$20.00
5 960 00
Success All
Bid
nya
Torian Lift Station - Landscape Services Per
40
48
Per
vaiuea provided
Scope of Services
Each Seance
S 5.00
$240-00
Success AA
Bid
x •_••
Shumaker Lot - Mowing Services Per Scope of
Per
values provided
Services
41
30
Each Service
S 30.00
5900 DO
Lonesome dove Lots - Mowing Services Per
Success All values provided
Bid
p ;-,:
Scope of Services
47
30
Per Each Service
S 30.00
5900.00
Success. All
Bid
Lonesome Dove Lift Station -Allowing Services
y.,
30
Per Each Seance
$35 00
$7 050.00
values provided
Per Scope of Services
Item 4E-19
Dove Estates Lift Station (Peninsula Drivel -
Success' A11 •slues provided
Bid
s'rO
94
30
Per Each Service
S 30.00
5900-00
Mowing Services Per Scope of Services
Harbor Court Trailhead - Mowing Services Per
Success: AN vahm provided
Bid
a:;-g
45
30
Per Each Service
$ 30.00
5900.00
Scope of Services
Success All values provided
Bid
#a.c
Quail Run Lift Station - Mowing Services Per
46
30
Per Each Service
$15-00
5450.00
Scope of Services
Quail Run Lift Station - Landscape Services Per
Success: All values provided
Bid
>:.
4F
M
Par Each Service
$ 5.00
5150.00
Scope of Services
Succrss. All valuan provided
Bid
s i-':
North Carroll Lot - Mowing Services Per Scope of
a'
30
Per Eacn Service
$2500
$750.00
Services
Success: All values provided
Bid
s-:,
Lath Meadow Lift Station - Mowing Services Per
ad
30
Par Each $ervice
s 30.00
S 900.00
Scope of Services
Success: All
Bid
93-14
Dave Tower Lots - Mowing Services Per Scope of
as
30
Per Each Service
$100.00
S 3.000 00
values provided
Services
Success: All values provided
Bid
�;-'•'
Lot Across from Bob Jones Park - Mowing
56
30
Per Each Service
s 28.00
S 840.00
Services Per Scope of Services
Success: An
Bid
x=• �
North White Chapel Lift Station - Mowing
51
Per
vNues Provided
Services Per Scope of Services
30
Each Service
$ 29.00
$ 540.00
Success: All
Bid
Homestead Lot - Mowing Services Per Scope of
52
30
Per Each Service
S 36-06
S 900-00
values provided
- .
Services
Success All values provided
Bid
tt'• _
Bob Jones Nature Center & Trails - Mowing
5'
30
Per Each Service
$210.00
58.300.00
Services Per Scope of Services
Bob Jones Nature Center & Trails - Landscape
Success: All values provider
Bid
'
Services Per Scope of Services
30
Per Each Service
S 25.00
$750.00
Success: Atl values provided
Bid
u�
West Bob Jones Lift Station - Mooring Services
_
30
Per Each Service
4 15.00
5450.OG
Per Scope of Services
Success: AA
Bid
H i_: •
Sutton Place Lot - Mowing Services Per Scope of
values provided
Services
30
Per Each Service
5 30. Go
$ 900.00
Success ,all values provided
Bid
a:; 22,
Florence Tower - Mowing Services Per Scope of
sa
30
Per Each Service
S 60.00
S 1.800.00
Services
Success- All values provided
Bid
tt' =�
Pine Lot - Mowing Services Per Scope of
57
30
Per Each Service
$ 30.00
S 900.00
Services
Success: All values prOYldOd
Bid
#::-2a
Miron Tower - Mowing Services Per Scope of
cy
30
Per Each Service
$B5 90
$1 950.00
Services
Success. All
Bid
5}2:,
Gateway Lift Station - Mowing Services Per
Per Each Service
750
values pmwded
Scope of Services
30
s 25 00
5 00
All
Bid
M328
Gateway Lift Station - Landscape Services Per
Per Poch Service
5.00
.Success. values provitletl
Scope of Services
54
30
5
s 150.00
Bank Street Lift Station - Mowing Services Per
Success. All values provided
Bid
M3-27
Scope of Services
30
Per Each Service
$ 30.00
$900.00
Westlake Lift Station - Mowing Services Per
Success 411 values provided
Bid
s3.29
Scope of Services
30
Per Each Semm
5 20 00
S600.00
Item 4E-20
Westlake Lift Station - Landscape Services Per
Success Ail values provided
Bid
9.1-:;.
36
Par Each Service
5 5 00
5 15000
Scope of Services
Shady Oaks Lift Stations (2j - Mowing Services
Succe.s5. An values provided
Bid
30
per Each Service
S 10.00
$ 300.D6
Per Scope of Services
Shady Oaks Lift Stations (2) - Landscape
5ur.-cess: A l values prodded
Bid
r:y.;i
Services Per Scope of Services
tit
30
Per Each Service
S 5.00
$ 150.00
highway 114 Right -of -Ways S Bridges - Mowing
Succeu: AA valuer pravieetl
Bid
°'�
83
30Per
Each Service
$ St10 t70
5 15 006.00
Services Per Scope of Services
Success: All values prowdee
Bid
��- •-
Highway 114 Center Areas - Mowing Services Per
'°
a
Per Each Service
5 3.000.00
S 12 000 00
Scope of Services
Success: IS! values provided
Bid
5' 34
Right -of -Ways North of 114 - Mowing Services
ROW North
30
Per Each Service
fi 1 300.00
S 39.000.00
Per Scope of Services
Right -of -Ways South of 114 - Mowing Services
Success; A�YilYtli provided
Bid
"!
NOW Sovtn
30
Per Each Service
5 t 500.00
S 45 000.00
Per Scope of Services
Group 4 - Brush Hog Mowing
Fo xfi re Lot - Mowing Services Per Scope of
Success: All values provided
Bid
841
Services
65
12
Per Each Service
5 so. DO
5 600.00
Success: All values provided
Bid
0"-_
East Highland Lot - Mowing Services Per Scope
12
Pet Each Service
5 150 00
5 1.900.D0
of Services
Group S - Roundabouts
and Portals
Mowing
and Landscape Services
Succes3: an
Bid
x5.1
Roundabout Carroll - Continental - Landscape
Per
values provided
Services Per Scope of Services
57
52
Each Servwe
315.00
S 780.00
Succesa: All values provided
Bid
"5-=
Roundabout White Chapel - Continental -
8fl
52
Per Each Service
5 15.06
S 780.00
Landscape Services Per Scope of Services
Success: All
Sid
N5-
Roundabout White Chapel - Dave - Landscape
52
Par Sandra
valuea provided
Services Per Scope of Services
•_y
Each
S 15.00
$780.00
Success All values provided
Bid
xr,.4
Roundabout Carroll - Dove - Landscape Services
52
Per Each Service
31500
$ 750.00
Per Scope of Services
Success "values prnvi ded
Bid
e5.5
Roundabout Sam School Road - Dove - Mowing71
52
Per Each Service
S 25.00
31.300.00
Services Per Scope of Services
Success AA
Bid
a,.:;
Roundabout Sam School Road - Dove -
71
Per
values provided
Landscape Services Per Scope of Services
52
Earn Service
S 10.00
3 520.00
Success. All
Sid
ar
White Chapel - Highland - Mowing Services Per
:
52
Per Each Service
values provided
Scope of Services
2
$20.00
$T,O4O.IX!
white Chapel - Highland - Landscape Services
Success: All values provided
Bid
yr -;;
Per Scope of Services
-.2
52
Par Each Service
$ 15.00
S 7W.00
S.C[bs5 All values provided
Bid
pS-q
Zena Rucker - Tower Blvd - Maw ing Services Per
52
Per Each Service
$75.00
$3,900.00
Scope of Services
Success All
Bid
ye,•i,
Zena Rucker - Tower Blvd - Landscape Services
52
Per Each
$
5 520.00
values provided
Per Scope of Services
SarYice
10.00
Item 4E-21
succaes: All values provided Bid yc Hwy 114 Monurrlent Sign - Landscape Services i4 52 Per Each Se-- 5 15.00 $ 790.00
Per Scope of Services
Success All values provided Bid , Peytonville Portal at 1709 - Landscape Services 52 Per Each Servrca 515.00 S 780 00
Per Scope of Services
_ White Chapel Portal at 1704 - Landscape
Succeu. All values provided Bid °'� Services Per Scope of Services 52 Per Each Service S 15.00 S 780 00
Group 5 • Medians Mowing and Landscape Services
Success: All values provided
Bid
a�-
Hwy 114 Corridor at 1709- Mowing Services Per
--
48
Per Each Semce
350.00
5 2.00.06
Scope of Services
Success: All values provided
Bid
06-2
Hwy 114 Corridor at 1709 - Landscape Services
-
52
Per Each Samoa
$30-00
S 1,580.a0
Per Scope of Services
Succe]S All
8
nFr3
FM 1709 Medians - Landscape Services Per
52
Per Each Service
$850.00
5 aa.200.00
values rnvided
p
Scope of Services
Ca rro if Avenue Medians - Mowing Services Per
Suess All values pmvkkid
Bid
XIA-4
Scope of Services
_
48
Per Each Service
$50.00
52,a90.00
Success: All
Bid
a5-�
Carroll Avenue Medians - Landscape Services
52
Per Each Service
320.00
3 7.Oa0.06
values providrd
Per Scope of Services
Success: All
Bid
#?:-•5
Kimball Avenue Medians - Mowing Services Per
PC.
Per Each Service
52,896.06
valuea provided
Scope of Services
48
$80.00
Sutces5 All values provided
Bid
-.
Kimball Avenue Medians - Landscape Services
52
Per Each Service
$50.00
9 2.600.00
Per Scope of Services
Success: Air values prawdad
Bid
><56
West Kirkwood Blvd Medians and Dove Medians -
y1
4B
Per Each Seryxe
$400.00
819,200.00
Mowing Services Per Scope of Services
Success: AM
Bid
West Kirkwood Blvd Medians and Dove Medians -
values provided
_ _
Landscape Services Per Scope of Services
a
62
Per Each Samce
$50.00
$ 2.600 00
Success- All
Bid
A6-1:1
East Kirkwood Blvd Medians - Mowing Services
-
values provided
Per Scope of Services
48
per Each Semca
34000
$1,920-00
East Kirkwood Blvd Medians - Landscape
Success. All values provided
Bid
9�1 i
Services Per Scope of Services
82
52
Per Each Service
$50.00
$ 2.600.00
FM 1938 Medians and Right -of -Ways - Mowing
Success. All values prnnmed
Bid
urr'
Services Per Scope of Services
53
49
Per Each Service
f 400.D0
$19.Zo0.00
FM 1938 Medians and Right -of -Ways - Landscape
Success. All values provided
Bid
I—
Services Per Scope of Services
52
Per Each service
5 75.00
5 3.900.00
Success: All
Bid
a
Nolan Street Medtans - Mowing Services Per
values provided
x&
Scope of Services
5s
48
Per Eactt Service
S 25.00
$1,200.00
Success: AN
Bid
White Chapel Medians - Mowing Services Per
Per Each Service
$
vetoes provided
- -
Scope of Services
48
50.00
0.00
Succors: All
Bid
p6-16
White Chapel Medians - Landscape Services Per
--
values provided
Scope of Services
,It
Per Each Service
135.00
S 1.920.0o
Item 4E-22
Group 7 • Miscellaneous Services or Products - To Be Part of Every Group
Success All values provded
Bid
97- r
Hourly Labor Rate for "As Requested" Services
N-A
Success: All +alues provided
Bid
0;_2
Code Enforcement Abatement Mowing Per Scope
NIA
of Services
Success: All values provided
Bid
"
Hand Watering Services
NIA
Success: All values pr.,,ded
Bid
n'-.
Park Handscape Mason Lead
WA
Success: All values provided
Bid
n .
Park Hardscape Mason
NfA
Success: All
Bid
p-.S
Soil Preparation Services Per Scope of Services
vales provided
— Per Individual for Hydro -Mulching Services
Light Grading Soil Preparatlon Services Per
Success. AN values provided
Bid
A' -
Scope of Services for Sod and Hydra Mulching
v
Services — Per Individual
Line Trimming andlor Edging Services for
Success All values provided
Bid
" -
Additional Sidewalk and Fence Lines Added
Throughout City per Scope of Services.
Success: All „aloes provided
Bid
S7.9
Core Aeration of Turf per Scope of Services
Success: All values provided
Bid
#7-lo
Removal and Disposal of Core Aeration Plugs
y
Per Scope of Services
Success All ,aloes Provided
Bid
N7.1T
Machine Verticutting of Turf per Scope of
Services
SLID all
Bid
Top Dressing Services Including Labor Per Sq.
t values provided
N.a
Success: All
Bid
Vendor Material Cost. Vendor Discount off of List
values provided
,.
Price.
$ucsesa! AM values provided
Bid
x:-'=
Provide and Apply Hardwood No -Float Mulch as
RequiredlRequested per Scope of Services-
Sucuss. ANvahns rorided
P
Bid
r'-
Provide and Apply Cedar No -Float Mulch as
RequiredlRequested per Scope of Services.
Caior Change out of Flower Beds Per Provided
Succ i N vakrea provided
Bid
r: - r•;
Flat Price Based on a 4" Pat Plant Size Quantity
N A
of 18 Plants Per Flat Per Scope of Services -
Success All
Bid
a _ r
Rye Grass Over -Seeding. Price to Include Labor
values provided
Related Charges Only per Scope of Services-
N A
Success. PJI
Bid---
Landscape Services for Additional Tree Wells as
r+.i,
values provided
Requested -
Su -cess. All values provided
Bid
ik7-19
Acorn or Leaf Removal Services
N r
All
Delivery of Plant Materials, Mulch, Landscape
Success values Provrcied
Bid
*7-20
Materials
t Per Hour
$30.00
$ 30.00
1 Per How
$30.00
$ 30.00
1 Per Hour
S 35 00
$35.00
1 Per Hour
$ 100-00
S 100.00
1 Per Hour
$55.00
$55.00
1 Per Hour
$30.00
S 30.DO
1 Per Hour
$30-00
$30.00
1 Per Linear Foot
$ 0.01
S 0.01
1 Per Square Fool
S 0 03
S 0 03
1 Per Square Foot
$ 0.05
$0.05
1 Pei Square Foal
S 0.01
s 0 of
1 Per Square Fool
$0.01
s 0-01
2%
2%
Percentage Off
t Mfg. List Pnca
$ 0.02
$ 0 O2
1 Per Cubic Fool
$ 3.00
$ 3.00
1 Per Cutx Foot
$ 2.50
S 2.50
t Pw Installed Flat S 3&00 S 35.00
of 16 Pkrdd
1 Per Square Foot
S 0.07
S 0.07
I °
1 Tree Wei
$2.00
S 2-06
1 Per Square Foot
$0.05
S a-05
- Par Trip Coal
S 150-00
S t50.00
Item 4E-23
Hydro -Mulching Services (Does not include seed
Success: AN vanes provided Bid ° cost or prep services cost but does include WA 1 Per Square F�;•
mulcts, fertilizer, water and installation services-)
Group 8 - Irrigation Services - To Be Part of Every Group
Success All value% provided
Bid
fa8 I
Licensed irrigator
f1JA 1
Per Hsu:
5 75:oc
Success: AN values prowled
Bid
nkl -2
Irrigation Tech
PvA 1
Per Hour
5 75. )
$ 75.00
Success. All values pronded
Bid
ah-:'•
Irrigation Helper
NVA 1
Per Hour
S 75.00
S 75.00
Success. All values prvuided
Bid
r..- :
Irrigation Audit Per Controller and Required
l� 1
Per Hour
S 75.00
$ 75.00
Repairs- All Locations-
2%
2%
Success All
Bid
��-`'
Parts Cast. Vendor discount from List Price %
WA 1
Percantags On
0.02
$0.02
values prav�ded
For Irrigation New or Repair Pasts
Mfg, List PriceS
Group 4 - Fertilization and
Weed Control Services - To Be Part of Every Group
Success All
Bid
#a1
Fertilizer Application Per Sq- Ft, of Chemical
N A 1
Per Square Foot
$0.07
S o.01
value%provided
Applied- (Labor Cost]
Fertilizer Application Per Sq- Ft- of Granular
success All values provided
Bid
t1g2
N 1
Per Square Foot
S 0.01
50.01
Applied. (Labor Costy
5%
5%
5lccess: AS waluas provided
Bid
_ . 3
Vendor Discount off of Mfg, List Price of
_ 1
Percentage Off
5005
s 0 05
Chemical Fertilizer Product Applied
Mfg. List Price
5%
5%
Success: Ail values provided
Bid
oaa
Vendor Discount off of Mfg- List Price of
N .a 1
Percentage On
S 0.05
50.05
Granular Fertilizer Product Applied
MIg last Pme
Success All
Bid
911-5
Pesticide or Herbicide Application Per Unit of
t
per Square Foot
values provided
Measure of Chemical Applied (Labor Cost)
S 0-01
$ 0.01
SucF —. AN values provided
Bid
49.6
Pesticide or Herbicide Application Per Sq- Ft_ of
y . 1
per Square Foe!
50.01
S 0.61
Granular Applied- (Labor Cost)
5%
5%
Success: AN
gad
Vendor Discount off of Mfg. List Price of
f
Percertage OH
valuer& provided
yam:
Chemical Pesticide or Herbicide Product Applied.
Mfg. List Pnca
$0.05
s 0.05
5%
5%
Success: All values provided
Bid
*I, ;
Vendor Discount off of Mfg- List Price of
N a 1
percentage Off
5 0-05
$ 0.05
Granular Pesticide or Herbicide Product Applied.
Mfg. List Price
Item 4E-24
Appendix B — Proposal (eonhnued)
1. RE UIRED 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 INFORMA TION:
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 an&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/Delive 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. Pr. ,cinQ: 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.bonftrehub.com). To submit your schedule of pricing, please
download the Bid Table and fill it in accordingly, per the sample below.
For instructions on how to complete Bid Tables, olease 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 till 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 - RFP201 OBa40JC200011 - Page 17 of 26
Item 4E-25
X-Oona e
�rrrK�'rr�C �lrrY.ri•rr, .`�r�r -
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 emai Is, 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'DonnelI's can provide the services on a weekly basis or as required per the request of the city.
�carioENn�
2140 L Srwchlake Blid. Ste. L607 Southlake, TX 76092 Tel: 817,562.4498 Metro 972.4?4.3733 Fay: 817-562,4981
u w%.udk �nnellwiandscape.cnrn
Item 4E-26
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
Vender completes the section of the Quote requesting anticipated percentage of annual escalation.
First Additional Year Escalation Percentage '$ °
Second Additional Year Escalation Percentage ............................................ 1 %
Third Additional Year Escalation Percentage ............................................ %
Fourth Additional Year Escalation Percentage ............................................ 1 %
4. Proposer's Experience 1 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: 'LC+ , and the number of employees:
'1Z5 . Number of employees anticipated to be assigned to this contract X
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.
CkU#- ,r 4,&% 'pre,• i w I0-w+# I r-fo. S 0J J >, ,3 %-.,O L 14$0I ( 1 % y1:j
City of Southlake - RFP20l0B-540JC200011 - Page 18 uf26
Item 4E-27
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Fro oser's Experience 1 Staff
A. P_roiect 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 1 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 1
Landscape Enhancement Division Manager — 26 years; and Juan Ramirez, Quality Control Manager 1 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 ❑f 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 ValieyCrest 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 .tune 2000. In
2002, O'Donnell's amended their ownership with Sharma L. O'Donnell becoming a 5 1 % 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. Sharma 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 ( 12 5) employees seasonally.
D. Proiect Related Experience: O'Donne II'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 instate of the art equipment. O'DonnelI's stepped ineffective January 22014 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, RPA1 hired O'Donnell's to maintain all of the
i Is 1�►i!f101N111
2140 E. Southlake Bird. Ste. 1607 Sourlilakc I X 76()92 Iel: 817,562.4498 Mieero: 97 .4-'4.3773 Fax: 817. 62.4981
uu k%.odnntic IIslandscape.cum
Item 4E-28
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'DonnelI'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 .cones 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 stropping, 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'Donne IIIs
Landscape will take pride in our work because we are proud to call Southlake our home both personally and
professionally.
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2141) E. Southlake H1\d. Ste. L 607 StAlthlake, f X 7F 092 Fel: 817.562-4498 Metro: 972 424 3723
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Item 4E-29
5. References
Proposer ~half provide Four (4) references where Proposer has performed similar to or the same types ❑f
services as described herein. Phone and email must be provided for contact.
Reference #1:
Client 1 Company Name:
Contact Name: Contact Title:
ftkl ► %C41L IL a 5 a r► e Jr VO,r* S. 1t;% re 4mar T o►+ti t r
Phone: Email: 1a�
Date and Scope of Work Provided:
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Reference 92:
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Contact Name: Contact Title:
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Phone: 461-1 z15 0O La Email:,-La.11tre n;s�,�7t.or�
Date and Scope of Work Provided:
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Reference #d
Client / Company Name:
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Contact Name: Contact Title:
Phone: Email:
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Date and Scope of Work Provided:3w�.,�, 7.D►"L- wr^r�-M►} �+�y►Lrr �$'►+�rs�
City of Southlake - RFP201OB540.IC20001 1 - Page 19 of 26
Item 4E-30
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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 #,j
Client 1 Company Name: Q
Contact Name:
Contact Title:
Phone: s I1 i7 cZ 5 S (o
Email: p .
e r l► t" a ■ , cc-e^
Date and Scope of Work Provided:
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Client 1 Company Name:
Contact Name:
Contact Title:
Phone:
Emai I. -
Date and Scope of Work Provided:
Client 1 Company Name:
Contact Name:
Contact Title:
Phone:
Email:
Date and Scope of Work Provided:
Cl tent / Company Name:
Contact Name:
Contact Title:
Phone:
Email:
Date and Scope of Work Provided:
T c:arioE��ru�
Cite of Southlake - RFP2010S540-IC200011 - Page 19 of 26
".a,.
Item 4E-31
5. Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential Inforliation: 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
S.
A. Centralized Master Bidders List registration number: 15 Zgpl�4p
B. Prime contractor HUB 1 MWBE registration number:
C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number: #
Emergency Business Services Contact Notice
During a natural disaster, or homeland security event, there may be a need for the City of Southlake to
access your business for products or services after normal business hours and/or holidays. The City may
request City employee pick up or vendor delivery of product or services.
For this purpose, a primary and secondary emergency contact name and phone number are required, It
is critical the vendor's emergency contact information remains current. City shall be contacted by E-
mail with any change to a contact name or phone number of these emergency contacts. Updates may be
emailed to vendors cici.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 5outhlake
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: 0' ❑�,�,� �; s LwtflStE g� W S f L L C
Contract #:
Description: L &&Xse&oe %er ,;ce% gat �� C;Aj oC S u iAA.1JE#_
Primary Contact (Name): % "tt L-• 0' tkftV%V%t%A
Primary Contact Phone Numbers: Home: +�E 11 416 l04 (v Cell: % 11 $ IR °L LL1
Secondary Contact (Name)FoS k-e r
Secondary Contact Phone Numbers: Home: V4 (aleZ. 5 S3 L C-cil: b1-11 '%V°t 305 -L
After Hours emergency opening fee, if applicable: $ 15 V
City of 5outhlake - R FP2010B540JC200011 - Page 20 of 26
Item 4E-32
9. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, may desire, but are not
❑bIigated, 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.
[)Q Yes, Others can purchase [ ] No, Only the City can purchase
11. 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
HERESY 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. MiscelIaneous
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 ofSouthlake - RFP20108540JC200011 - Page2f of26
Item 4E-33
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 Partici ation: 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 i f 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.
1. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time
while providing products or services to the City of Southlake.
[ j J Yes, we agree [ ] No, we do not agree [ ] NIA
J. Compliance with SB 251 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.
] xl Yes, we agree [ ] 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:
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
26213road 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
(S 1,000,000) Combined Single Limit Bodily Injury and Property Damage.
City of Southlake - RFP2010B540JC20a011 - Page 22 of 26
Item 4E-34
B. Indemnification: Proposer agrees to defend. indemnity and hold harmless the Citv, 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 ol; connected with, or resulting from any acts or
omissions of Proposer or an► 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.
L'- Bond Re uirements: Prior to the commencement of%vork on this Project. Proposes- shall deliver to
[lie City the following bonds issued by a gocid and sufficient surety licensed by the State of Trxas
and satisfactory to the City:
A payment bond in the amount ❑F 100" U of the total contract amount insuring the Full and
prompt payment of al persons per Forming labor and or furnishing materials in connection
with this Project.
i i. A performance bond in the antount of 1 i113" 4 of the total contract :tniount insuring full.
faithful, and prompt performance of the responsibilities contained in this contract within the
time parameters provided herein.
Cih of 5outhlake - RFP201OB540JC200011 - PaUe'3 426
Item 4E-35
Appendix C — Form CIQ
INFORNIA TION' REG.1JELDINC VF1-4-DO R C0-NEl-ICT 0 F INTEREST 0UESTiON, N.�IRE
WHO. The Collowing persons must file a Conflict of Interest Questionnaire with the City if the persun has an
employment or business relationship with an officer of the City that results in taxable income exceeding 52.500
during the preceding twelve — month period, or an officer or a member of the officer's family has accepters gifts with
an aggregate value of more than S250 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:
y. 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. appl ies for a tax abatement and or economic development incentive that wi I 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 numbers by the Mayor and City Council:
4. Directors of 4A and 48 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 tiled if the money paid to a local government official was a
political contribution, a gift to a member ofthe officer's family from a family member; a contract or purchase of less
than 52,500 or a transaction at a price and subject to terms available to the public; a payment for food. lodging.
transportation or entertainment: or a transaction subject to rate or 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 fonn 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 a fter the date: of an event that would make a tiled
questionnaire incomplete or inaccurate.
It dues 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 hi' law to pact Ilse statements on the City's
ivehsite.
ENFORCEtiIENT: 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.
VOTE: The City does not have a duty to ensure that a person files a Confict of Interest Questionnaire.
City of Southlake - RFPZOIOB540JC200011 - Page 24 of 26
Item 4E-36
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 161,13. 1491. 90th Leg.. Regular Session.
OFFICE USE ONLY
This questionnaire is being filed in accordance .rith Chapter 176. Local Government Code
Qaie Rece�ed
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 1.
By lava this questionnaire must be filed ,pith the records administrator of the local governmental
entity not later than the 7th business day after the date the person becomes av-'are of facts
that require the statement to be filed. See Section 176.006, Local Government Code.
A person commits an offense if the person knowingly violates Section 176.006. Local
Government Code. An offense under this section is a Class C misdemeanor.
t Name of person who has a business relationship with local governmental entity.
+•3iA
z
❑ 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 Y
3
Name of local government officer with whom filer has employment or business relationship.
NIA
Name of Officer
This section (Item 3 Including subparts A 8 C & 0) must be completed for each officer with whom the filer has on
employment or other business relationship as defined by Section 176 001( 1-a ). Local Government Code Attach additional
pages to this Form CtO 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 F-1 No
I3 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?
71Yes F—]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 F7No
D Describe each employment or business relationship with the local government officer named in this section
4
Signature of person doing business with the governmental entrty Date
Adopted 0612£1i2007
City of Southlake - RFP201OB540JC20001I - Page 25 of 26
Item 4E-37
SOUTHLAKE
13
ADDENDUM NUMBER 0 1
To: All Proposers
Date: November 5. 2020
Request for Proposal: RFP2010B540.IC200411 l 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 41. 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 Lo be performed as requested (pa�,e 7). Please share hog
many mows there were this past rear. For example- were there t%eekh, nxows or bi-weekl►
mn•vs'? -
ANSWER: Total number of services for all areas is not readily available and does not indicate future
requiredirequested service,,. Some areas were ser%iced weekly. and some areas were
serviced bi-weekly. Per the proposal document: Vendor will be paid on an '•As
Performed 1 As Requested" basis. City shall determine when services are to be
perfon-ned. Estimated services to be requested are indicated in the Schedule of Pricing/Bid
Table. Service frequencies shoAn are estimated onk and in no ,ka% are a guaranteed
amount of sere ices to be performed.
QUESTION: Do you allow the use of service pannerslsubcontracturs?
ANSWER: The Cit} %NouId prefer an established cornpanylsy with its tmn crevti and equipment. The
proposer s submission is being evaluated heavily on experience and ability tba°of to
pnov ide all required ;en ices. If profk),er is planning on utilizing service partners or
subcontractors to pro% ide required sen ices. this fact must be clearly indicated -in the
proposal submission and all required infonnation must be provided for each service partner
or sub -contractor to be utilized in the performance of this contract.
QUESTION: \ViII you publish any questions frtItn tither vendors'?
ANSWER: Per the original document: Responses to inquiries ►which directly affect an interpretation
or effect a change to this RFP vv ill he issued in �rritinyg by addendum posted to Cit}
vvebsite.
COy of South ks • Finance Depavwt • 1400 Marc Street. Suite 420 • SoulhAeke Texas 76092
817 748.8312
Item 4E-38
QUESTION: Landscape Ser% ices - Does this include_ annual w inter Cutback of Perennials and Grasses?
('an ti ou spec i R the scope on th
ANSWER: For Nfap = 83_ FM 19',X Median, & K[M1 , landscape serslceti ;hall include three t +1
Cutbacks on Lhras� and plant material and should be included in \outr landscaping costs for
this area. Ali ether area winter cutbacks are not included in landscape Services cost. I"he
hourl% labor rate ror "As Requested" ser\r ices shall be used for these ser% ices in other
locations.
QUESTION: Push Mok\ln- - at ON Hall- Famil, Park. Rustin Park. Central Part. - I acn readin�u, that
these entire areas are to be push mo►ked.... 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) Bidino 8-4.
ANSWER: Yes.
QUESTION: Is there a pre%ious hid tab that you can provide''
ANSWER: Original Bid Tabulation included.
Z. There are no other chances.
Mars Mori_=an
Deputy Director Finance
C itN of South lake
In the submission of their proposal. Proposer must ackno" ledUe receipt of this addendum. Proposer shall
acknow ledge this addendum bs si-nina and return inu one copy of this notice with their proposal submission.
Signed:
I Lim < < s'1 ZO
Compam Name:1�]'�vnre lit �..ha•�C .Sec LlC
Cdy of 5oulhlake • Foance DepaMent ' 1400 Mahn Srreer. Suite 420 • Soufhlake rexas 76092
317 7488312
Item 4E-39
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 (4318). 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.
Sharma is a member of the Texas Nursery and Landscape Association (TNLA).
and a member of the Associated Landscape Contractors of America (ALGA).
Position:
SR. VICE PRESIDENT OPERATIONS 1 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 (960), a Certified Nursery Professional
(42580), a member of the Texas Nursery and Landscape Association (TNLA),
and a member of the Associated Landscape Contractors of America (ALGA).
Primarily responsible for management and production of all operations of the
company.
1
2140 E- Southlake Bled. Ste. L607 S00111:1U. i.\ 76002 Tel: 817.514.8094 Metro: 472.701.81)84 Fax: K17-514.83422
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Item 4E-40
Position: VICE PRESIDENT OF OPERATIONS 1 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 (ALGA)
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 (ALGA)
Position: LANDSCAPE DIVISION MANAGER 1 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 1 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 (ALGA)
2
2140 E. Southlake Blvd, Ste, L607 Southlake. TX 76092 Tel' R 17.562.4498 Metro: 972,424.3723 Fax: R 17,562,4 H 1
www, ndotinell,,iandscape. coin
Field Supervisor
Javier Alvarez Sr
I Mechanic I Fleet
II Javier Munoz
❑'DONNELL'S LANDSCAPE SERVICES LLC
ORGANIZATIONAL CHART for CITY OF SOUTHLAKE
Sr. VP - Operations FW
Emmanuel Carrena
Lawn Care Dept. Mgr
Emmanuel Carrena
Applicator
Darnel Love
Applicator
Aieiandro Ortiz
Owners
Scott & 5hanna O'Donneh
Office Manager 1 Payroll
Kim Eubank
Irrigation Dept. Mgr
Cilers Hamilton
Irrigation Tech
Jose Reyes
Irrigation Tech
Jose Piatas
Irrigation Tech
Jose Zumga
Irrigation Tech
Armando Ruvalcaba
Irrigation Tech
6enford Peavy
Irrigation Tech
Luis Hernandez
VP - Sales & Operations DFW
Jeremy Foster
Landscape Dept, Mgr
Tim McCommas
Landscape Foreman
Geialdo Castro
Landscape Foreman
Jose Lomas
Maintenance Foreman
Miguel Ruvalcaba
Detail Foreman
Jose Chavez
Item 4E-41
Quality Control
+I Juan Ramirez
Maintenance Foreman
Emmanuel Jimenez
Maintenance Foreman
Miguel Perez
Maintenance Foreman
Lazaro Garcia
Maintenance Foreman
Melesio Hernandez
Maintenance Foreman
Augustine Hernandez
Detail Foreman
Gilberto Sancen
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Who We Are
Item 4E-42
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 ajob
with a large landscape maintenance provider in the DFW Metroplex.
Scott became passionate about the landscape industry and chase 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 1 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 Sates. 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 (9314469), and a Licensed Irrigator (L10020038). The company is proud to be
outstanding members of the Texas Nursery and Landscape Association (TN LA), and the Associated Landscape
Contractors of America (ALGA).
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210 E. Sowthlake Blvd. Ste. L607 Southlukr. 1-\ 76092 Tel: 817.714.4094 Metre: 972.701.8084 Far: 107.314,8322
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Item 4E-43
Risk Mann ement / Safe / 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'DonnelI'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 station 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 umhreI]a 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
(ALGA) 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.
5
140 F- Sotithlake 131vd. Sic. L607 Smahlake, TX 760142 Tel: 817.5141 8084 Metro: 972 701.8084 F:se7 817.514 1(322
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The O'Donnell's Difference
Item 4E-44
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.
?. 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'DonnelI'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.
A
2141, L Southlake Blvd, Ste, L607 Southl❑ke. TX 7f1t1H' Tel. K 17,5 14.808 4 Me(ro: ()72.701.8084 Fax: k 17.514_t;31"
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Item 4E-45
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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 harticulture and landscape science
Protection of your landscape investment
Preservation of the integrity of your hmascape design
Extension of professionalism throughout every aspect of your project
Sigtrifrcant 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.
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Item 4E-46
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
❑' Donnell 's Landscape Services, LLC as the contractor to provide landscaping services.
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.
?. 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'DonnelI'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. Erperdse 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
company that sold to a national company in 1998.
2140 L. Southlake Blvd, Ste. L607 SG+uthlake, TX 76092 Tel: 917.562.4-NN Metro: 972.424.3723 Fax: R17.562.081
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Item 4E-47
O'DonnelI's was established to bring back the familylcompany 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.
5. The scheduling of O'DonnelI'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 learn are equipped with Smart Phones and Laptops which are capable
of receiving email, test, and telephone communication. 0*Donnell's website is one additional
option to communicate via email at www.teymols.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.
0
2140 E. Southlake Blvd, Ste. L607 Southlake, rX 76092 Tel- 817.562.449-t Metro: 972.424.3723 Fax: R17.562,4981
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SOUTHLAI<E
City of Southlake
REQUEST FOR PROPOSALS
Proposal Reference Number: PFP2010B540JC20001 1
Project Title: Landscape Services for the City of Southlake
Proposal Closing Date: 3:00 P.M.(CST), Friday, November 20, 2020
Item 4E-49
TABLE OF CONTENTS
Tableof Contents..............................................................----------- ................................... Page l
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 .... -........ ------....... -----------........ -.................................. Pape 4
Appendix A — Scope of Services
(I ) 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) Ivey Events Schedule. ............. .......... . ..... .................................................... ......... ................ . Page 6
(7) Scope of Services ----------- ....... ................................................... ......... ......... .................... ....... Page 6
Appendix 13 — Proposal
(-) Label Format for Submittal Packet's Sealed Envelope............................ ...............................
Page 16
l 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) Ernergenev Business Services Contact Notice-....... ........ ........... i.,_ . .................... ............ ..
Page 20
(9) Cooperative Governmental Purchasing Notice......................................................................
Page 21 1
It Contract Terms and Conditions
(1) Delivery of Products and/or Services....................................................................................
Page 21
Miscellaneous............................... __ .......... .................................................................. .......
Page ?
(3) Financial Responsibility Provisions ............................ -.............................. ......... -.......... .......
Page 22
AppendixC — Form CIQ ........................... ........ ................................................................. ...Page 24
Appendix D — No Intent to Submit Form .............................................. ................ —Page 26
Attachment A — Aerial Maps and Photos.....................................................................................................
City of5outblake - RPP2010B540JC200(1] l - Page i of•26
Item 4E-50
Southlake, Texas
Request for Proposals
1. 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 Cite 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 nri(ten
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 Cl()): 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 v ith 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 20 15, 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 - RFP201D6540.IC20001 l - Page 2 of 26
Item 4E-51
2.
3.
4.
5.
6.
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.
Cite Secretary's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite
4270, Southlake_ Texas 76092. PH: (817) 7 48-8016: Fax: (817) 748-87-70,
Proiect: The name of this Request for Proposals as identified on the cover sheet and first page of
Appendix A - Scope of Services.
Purchasing Mangier: The City of Southlake Purchasing Manager is Timothy Slifka CPPO. CPPB.
Phone: (817) 748-8312. E-Mail- tsiifka a}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.
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 C in, strictly adheres to the Texas Public Information Act (Texas
Government Code Chapter 551001. 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 wxard. 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_
RFP Withdrawals and/or Amendments
A. RFF Withdrawal The City reserves the right to withdraw this RFP for any reason.
B. RFP Amendments: The Cit_v 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.
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_
Proposal Submittal Requirements
A. Submittal Packet- Required Content: All proposals must be submitted electronically. The Proposer
must visit https:Hsouthiake.bonFrehub.com/login and register. Once registered for this
City of Southlake - RFP201 fB5403C20001 l - Page 3 of 26
Item 4E-52
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 ProposeCs 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 i I" vertically oriented pages, numbered at the bottom. The City only accepts
electronic submissions via https:Ilsouthlake.bonfirehub.com/login. Anv 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 C itv.
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 creed 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 - RFP201 OB540JC200011 - Page 4 of 26
Item 4E-53
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 am 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 follow ing events w ill 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
6) 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 Citv then existing or which may thereafter accrue.
I L 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 - RFP201OB5 0JC200011 - Page '; of 26
Item 4E-54
4
tN
Appendix A — Scope of Services
Project Title: landscape Services for City of Southlake
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: tslitka:&ci.southiake.tx.us.
Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages:
Vendor will he paid on an "As Performed/As Requested" basis
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 "ith City
Brand Manufacture Reference
The City has detenn ined 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.
Key Events Schedule
Proposal Release Date
Deadline for Submittal of Written Questions
Sealed Proposals Due to and Opened by City
Anticipated Committee Evaluation Review Date
Anticipated Award Date
Scope of Services
October 16. 2020
November 5. 2020
Shown on First Page of this RFP
November -December 2020
January 2021
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; finish cut mowing, semi -rough cut mowin& 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 a ui meat and labor required to perform all requested work
identified within the Scope of Services. Vendor pricinc for individual items shall include all
associated costs.
City of Southlake - RF'P201OB540JC200011 - Page 6 of26
Item 4E-55
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 re uired to perform reg nested services with their pro posal submittal. These
include but are not limited to Landscape Irrigation license and Commercial Applicators license.
Proposals submitted N3ithout current %alid 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 ri ht to award this contract individually or b► 2rou . Service frequencies
shown are estimated only and in no way are a guaranteed amount of services to be perforated. 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 1 As Requested" basis. City shall determine when services
are to be performed. Vendor «ill suppl4 City kith 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 Marq. 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 follork ing services.
+ Replacement of dead or dying, landscape materials andlor 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 - RFP201 OB540.1C200011 - Page 7 of 26
Item 4E-56
Semi -Rough -Cut Mowing: This style of mowing service shall consist of the following:
• All risible debris picked up prier to mowing
■ Vendor shall not move when area is too wet to prevent turf- damage or create ruts.
■ Straight level Cut
• No risible 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 outer 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 Cite requirements
Rough-CutfRight-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 sidevvalk. 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 Cite 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 shalt be free of any related debris following services
• Replacement of dead or dy ing 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 - RFP20l0135403C2000I I - Page 8 of-2 6
Item 4E-57
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 mo« when area is too wet to prevent turf damage or create tuts
• 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 tree of any related debris following mowing services
• Vendor shall immediately notify City contact of any mowing related issues they
encounter during mowing services.
R. 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 5outblake - RFP201OB540JC200011 - Page 9 of'b
Item 4E-58
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.
[dyer Seeding x%ith 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 dy ing 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 (S' clearance). This cost will be included
in landscape or mowing costs. A separate charge may not be listed for this
incidental pruning.
• Mulch should he 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 notifv City contact of any landscape or tree related
issues identified while performing landscape services. Whether it be plant related
or insectldisease related. recommendations or a plan of action needs to be
submitted to City contact.
0 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).
0 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 _I l_ Estimated amount is one hundred thirty (130).
■ Vendor is responsible to keep work area clean and allow sate 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 sate condition_
City of Southlake - RFP201OB540JC720001 f - Page 10 of 26
Item 4E-59
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 he
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
All 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
nw•ardra)ci.southlake.tx.us or 8I7-748-8278.
Vendor should perform weekly spot check of irrigation systems during mowing or other
services and notify Cith contact of any irrigation related issues found (i.e., brown spots,
dying plant material, washout, or over"atering 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 l and Group 6. Other areas may be as assigned
at Cite 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 a►•oid 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 vender negligence.
City of Southlake - RFP2010B540JC200011 - Page l 1 of26
Item 4E-60
• Vendor will need to provide `irrigation Audit in Progress-' signs while pre ronning
any work outside of the watering restrictions.
• Irrigation audits shall not be perforated on Mondays or during, peak times in hiph
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 cal I For repair of sy stem
• 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 $1,000) shall be
coordinated with City contact immediately. Email or phone contact is
required. City contact will respond %►ithin ,4 hours or less with approval or
denial ol'major irrigation repair request.
• Emergency irrigation repairs shall be coordinated through City contact.
Emergency irrigation repairs are defined to include, but not II'm ited to, main water
line break. stuck valve. wale rinu during a snow or ice event, creation of any public
hazard situation. etc.... Vendor shall immediately notify Citv contact via email
and phone of any required emergence irrigation repairs and shut down water
supply, as required_ until repairs are authorized through City contact.
+ Replacement parts. i.e. brand. specifications. type shall be pre -approved by City.
This includes. but is not limited to, valves, controllers, and heads.
D. Fertilizer, Pesticide, and Herbicide Application Services
Vendor shall:
• No product(s) containing Glyphosate to be used on any city property or work
being performed for the city.
• All fertilizer. pesticide. and herbicide control applications must comply with
Texas Department of Agriculture JDA) rules and regulations.
• Single or small fertilizer. pesticide, or herbicide application services may be
charged at -As Requested" hourly labor rate. This is at the discretion of the City.
Applied product cost is not included in this rate,
• Provide written or email notice to City contact, for non -emergency applications,
48 hours prior to any application_ If emergency application services are required,
vendor roust coordinate with City contact prior to application.
City of Southlake - RFP20101354t1K211001 1 - Page 12 of 26
Item 4E-61
• Failure to provide prior application information prior to services may result in
vendor non-payment for any work performed.
• Vendor shall provide application services in progress signage, minimum size
1$"Hx`4W (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 CAN,.
• 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 v%ill rev iew issue and advise vendor within
214 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, bill
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 h•pe scope of services.
All plant beds shall be maintained 100% tree 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 - RFP2010B540JC20001 i - Page 13 of 26
Item 4E-62
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 l 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 gam
Family Park - Map 3 - Completed by gam
SIC Park Playground Area - Map 13 - Inside Fence in Playground to be completed by gam
The Marq Front Entrances - Map 16
Front Entrances ONLY at Legends Hall and Champion Club to be completed by gam.
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 oriL,inal invoices must be submitted to:
City of Southlake
Attn: Accounts Payable
1400 Main Street, Suite 420
Southlake, Texas 76092
Or via e-mail to
ac co u n is pay a ble(a) ci. so uth I a ke. 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 hid table item is defined as
manufacturers list price minus any discount the vendor is passing along to the City. No
discount = 0a,u.
City of Southlake - RF'P201OB540JC200011 - Page 14 ❑f?b
Item 4E-63
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.
Vender 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
1-he C ity 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 moving 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 ofadditional
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 revie►v. Secure areas, such as DPS Headquarters, DPS West and
DPS North will require City staffto accompany proposer to view sections. The City has included detailed
photos far each ofthese areas and does not anticipate providing a special viewing. If an in -person viewing
is requested, please email Tim Slifka at tslitka(&ci.south lakexx.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 Citv.
City or Sou Ibfake - RFP201 OB540JC200011 - Page 15 of 26