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2024-11-05 SPDC PacketCITY OF SOUTHLAKE MEMORANDUM November 01, 2024 TO: Southlake Parks Development Corporation FROM: David Miller, Director of Community Services SUBJECT: Agenda Item Comments for the Southlake Parks Development Corporation Meeting — Tuesday, November 05, 2024 Please note: The meeting will begin at 4:45 p.m. in the Council Chambers. 1. Aaenda Item 1A. Call to Order 2. Agenda Item 2A. Consent: Approval of the minutes from the October 01, 2024, SPDC meeting — Please make any corrections to the minutes part of the motion for consideration. 3. Agenda Item 3A. Public Forum: Public Forum is the public's opportunity to address the SPDC about non -agenda items. During this proceeding, the SPDC will not discuss, consider, or act on any item presented. 4. Aaenda Item 4A. Consider: Recommendation on SPDC fundina for Parks Janitorial Services with PureService Corporation in an amount not to exceed 104 000: The purpose of this item is for the SPDC to consider funding for janitorial services related to parks funded by SPDC. Supporting documents are included in your packet. Aaenda Item 4B. Consider: Recommendation on SPDC fundina for landscape and irriaation suaDlies from SiteOne Landscape SuaDly in an amount not to exceed $60,000: The purpose of this item is for the SPDC to consider funding for landscape and irrigation supplies that will be used in SPDC funded parks. Supporting documents are included in your packet. Agenda Item 4C. Consider: Recommend approval of SPDC funding for the purchase of capital equipment from Ford Audio -Video Systems LLC, in an amount not to exceed $1,082,000: The purpose of this item is to consider recommendation for approval of the purchase of capital equipment from Ford Audio -Video Systems LLC, in an amount not to exceed $1,082,000 at Bicentennial Park, the Southlake Tennis Center, North Park, and the Bob Jones Nature Center. Supporting documents are included in your packet. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Parks Development Corporation Meeting Date — November 05, 2024 Page 2 of 2 enda Item 4D. Consider: Recommendation on SPDC fundina for landscaping services with O'Donnel's Landscape Services, LLC, dba Yellowstone Landscape for an amount not to exceed $499,000: The purpose of this item is to consider a recommendation for landscape services in SPDC funded parks with Yellowstone Landscape in an amount not to exceed $499,000. Supporting documents are included in your packet. 5. Agenda Item 5A. Discussion- Sales Tax Report- This item allows for a discussion of the most up-to-date Sales Tax Report. 6. Agenda Item 6. Adjournment As always, we appreciate your commitment and service to the City. If you have any questions regarding the agenda or materials, please feel free to contact me at (817) 748-8018. DJM STAFF CONTACT INFORMATION: David Miller, Director of Community Services (817) 748-8018 Fince Espinoza, Deputy Director of Community Services (817) 748- 8925 Sharen Jackson, Chief Financial Officer, (817) 748-8042 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF © SOUTHLAKE SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING November 05, 2024 4:45 p.m. LOCATION: Southlake Town Hall City Council Chambers 1400 Main Street, Southlake, Texas REGULAR AGENDA: Call to order 2. Consent A. Approval of the minutes from the October 01, 2024, Southlake Parks Development Corporation meeting. 3. Public Forum (This is the Public's opportunity to address the SPDC about non -agenda items. During this proceeding, the SPDC will not discuss, consider, or act on any item presented. We respectfully ask that anyone stepping forward to speak during Public Forum to please limit remarks to 3 minutes.) 4. Consider A. Recommendation on SPDC funding for Parks janitorial services with PureService Corporation in an amount not to exceed $104,000 B. Recommendation on SPDC funding for landscape and irrigation supplies from SiteOne Landscape Supply in an amount not to exceed $60,000 C. Recommend approval of SPDC funding for the purchase of capital equipment from Ford Audio -Video Systems LLC, in an amount not to exceed $1,082,000 D. Recommendation on SPDC funding for landscaping services with O'Donnel's Landscape Services, LLC, dba Yellowstone Landscape for an amount not to exceed $499,000 5. Discussion A. Sales Tax Report. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork SPDC Meeting November 05, 2024 Page 2 of 2 6. Adjournment A quorum of the City Council, Board, Commission, or Committee may or may not be present at this meeting. CERTIFICATE I hereby certify that the abov q,Agenda was posted on the official bulletin boards at Town 01, Hall, 1400 Main Street, lakp, %' xas, on Friday, November 01, 2024, by 6.00 p.m. pursuant to Chapter 5,510bf.the Tex Government Code. U Y . Cn A y y, TRMC City ecretary If you plan to attend this publlt!t"geting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist you. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING MINUTES OCTOBER 1, 2024 LOCATION: Southlake Town Hall, City Council Chambers, 1400 Main Street, Southlake, Texas SPDC MEMBERS PRESENT: Members Lori Palmer, Tamara McMillan, Magdalena Battles, Kathy Talley, Ronell Smith, and Randy Williamson. SPDC MEMBERS ABSENT: Amy Torres-Lepp STAFF PRESENT: Director of Community Services David Miller, Chief Financial Officer Sharen Jackson, and City Secretary Amy Shelley. REGULAR AGENDA: 1. CALL TO ORDER Southlake Parks Development Corporation President Randy Williamson called the SPDC meeting to order at 4:30 p.m. 2. CONSENT 2A. APPROVAL OF THE MINUTES FROM THE SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING HELD ON AUGUST 6, 2024. President Williamson presented Item 2A, and there were no questions from the board. APPROVED A motion was made to approve the minutes from the Southlake Parks Development Corporation meeting held on August 6, 2024, as written. Motion: McMillan Second: Smith Ayes: Talley, Palmer, Williamson, McMillan, Smith, Battles Abstain: None Absent: Torres-Lepp Approved: 6-0 3. PUBLIC FORUM President Williamson opened the public forum at 4:31 p.m. There being no one wishing to speak, President Williamson closed the public forum at 4:31 p.m. Southlake Parks Development Corporation Meeting Minutes — October 1, 2024 Page 1 of 2 4. CONSIDER 4A. RECOMMENDATION OF APPROVAL OF AN SPDC MATCHING FUNDS REQUEST FROM GRAPEVINE SOUTHLAKE SOCCER ASSOCIATION (GSSA) FOR THE PURCHASE OF 10 SOCCER GOALS TO BE UTILIZED AT BOB JONES PARK IN AN AMOUNT NOT TO EXCEED $45,000. APPROVED Director of Community Services David Miller presented Item 4A and answered questions from the Board. A motion was made to approve the recommendation of an SPDC matching funds request from Grapevine Southlake Soccer Association (GSSA) for the purchase of 10 soccer goals to be utilized at Bob Jones Park in an amount not to exceed $45,000. Motion: McMillan Second: Battles Ayes: Talley, Palmer, Williamson, McMillan, Smith, Battles Abstain: None Absent: Torres-Lepp Approved: 6-0 5. DISCUSSION 5A. SALES TAX REPORT Chief Financial Officer Sharen Jackson provided an overview of the sales tax report, and no action was required. 6. ADJOURNMENT Meeting was adjourned by President Williamson at 4:38 p.m. MINUTES APPROVED BY SPDC ON THIS, THE 5T" DAY OF NOVEMBER 2024. Randy Williamson, President Southlake Parks Development Corporation ATTEST: Amy Shelley, City Secretary Southlake Parks Development Corporation Liaison Southlake Parks Development Corporation Meeting Minutes — October 1, 2024 Page 2 of 2 Item 4A CITY OF SOUTH LAKE MEMORANDUM November 01, 2024 To: Southlake Parks Development Corporation From: David Miller, Director of Community Services Subject: Recommendation on SPDC funding for Parks janitorial services with PureService Corporation in an amount not to exceed $104,000 Action Requested: Recommend approval of SPDC funding for Parks janitorial services with PureService Corporation in an amount not to exceed $104,000 Background Information: The purpose of this item is for the SPDC to consider funding for janitorial services related to parks funded by SPDC. The City's current contract with PureService Corporation provides janitorial services for all park restroom facilities. The scope of services include cleaning and disinfecting the entire Park Systems restrooms, emptying trash cans and replacing liners, disinfecting misting spray, power washing services, park pavilions Porter services, and after-hours porter services for special events. In addition, PureService also provides janitorial services at the Southlake Pickleball Complex which covers weekday and weekend services at the pickleball complex to include small restroom cleaning, litter pick-up, trash bag removal, and office cleaning as well as special services to include events and City Tournaments. Porter services will also be available as needed at current contract rates. The current contract is valid until March 24, 2025, and is eligible for up to one (1) more one (1) year annual renewal. The maximum possible price increase allowed within the current contract is 3% and that has been accounted for within the FY2025 SPDC budget. PureService Corporation has provided satisfactory services to the City for the last six years through a bid proposal. The State of Texas and the City of Southlake's purchasing requirements are met by purchasing this service through a formal bidding process. A copy of the current agreement with PureService Corporation for park janitorial services is attached for your consideration. Southlake Parks Development Corporation Meeting Date — November 05, 2024 Page 2 of 2 The cost of services provided by PureService Corporation each year exceeds $50,000; therefore, approval by the Southlake Parks Development Corporation and City Council is required. On September 17, 2024, the City Council approved funding for parks janitorial services with PureService Corporation as part of the funding authorization process. Staff is now asking SPDC to approve the SPDC portion of that funding. Financial Considerations: Funding for all parks janitorial services is included annually within the City Council adopted budget. For FY2025, City-wide expenditures are budgeted at $122,000 which include both SPDC and TIRZ funded expenditures. FY2025 expenditures for SPDC funded parks and the Southlake Pickleball Complex will not exceed $104,000 allocated within the adopted FY2025 SPDC operating budget. Strategic Link: This item is linked to the City's strategy map related to the focus area of Performance Management & Service Delivery as well as the corporate objective to Invest to provide and maintain high -quality public assets. Citizen Input/ Board Review: SPDC consideration November 05, 2024 Legal Review: The contract is a standard form of agreement previously reviewed by the City Attorney Alternatives: Alternatives may include the following: • SPDC approve as presented • SPDC approve with input as desired • SPDC decision not to approve Supporting Documents: • Current contract with Pure Service Corporation • Contract amendment #1 — Southlake Pickleball Complex Staff Recommendation: Recommendation on SPDC funding for Parks janitorial services with PureService Corporation in an amount not to exceed $104,000 Current contract with Pure Service Corporation CITY OF 0RIGI1\' 1, r)(-)('[-NTF ;T SOUTHLAI{E CI FY (* Sol 1 I I I_.1 K L Cltult'II AcIIno, 19 Drd.!Rcs. No. �- January 3. 2034 Date A pprowel PureServlce Corporation PO Box 92909 Southlake, Texas 76092 Attn: Ms. Pam Farnsworth Subject: Notification of Contract Renewal for Parks Janitorial Services RFP2101 B540JC210008 Dear Ms. Farnsworth: The City of Southlake is providing notification of contract renewal for "Parks Janitorial Services RFP2 10 1 B540JC2 10008". This renewal shall become effective March 24. 2024, 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. Your company has requested an overall increase of 3% as part of this renewal. Revised pricing is attached as part of this renewal, All remaining terns and conditions of the original document shall remain in effect for this renewal period. The terms and conditions proposed and accepted in this renewal agreement are as follows: Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment} Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms. FOB Destination Delivery Locations: IF STATED IN RFP DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to one (1 ) more one (1) year annual renewal. City Contact: JuniorCarnacho 817-748-8357 Send all billing to: City of Scuthlake accountspa.yabig[@ci.southlake.tx.us (preferred) or 1400 Main Street, Suite 420, Accounts Payable, Southlake, TX 76092 Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal. state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of SouthIake. Thank yEManager pating i r procurement process S' Tm 57if PurchasC d. CPPB City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 ts1ifka@_c!.southlake.tx.us Fax: 817-748-8010 Contract R c%val Accepted: Signed: Date: h na Yelverton .ity Manager Please call 817-748-8312 with any questions. U T ki F Attest:' '• '' tvyczle 1�MCk r .b I � rrrtt PureService Corporation 2924 Updated Unit Cost ITEM Description: Unit Cost Per Hour Unit Cast Per Hour 1 Bob Jones Park Saccer Facility Restroom Servicing per Scope of Sery ices I"er Service Fee S 795 5 8.19 3.uo'16 Disinfecting y1 Lst Spraying Per Scope of Services S 2 W $ 772 31W.v 2 Bob Jones Park Softball Facility Restrooins Servicing per Scope of Services S - Per Service Fee 4 7 45 5 8 ly IMP-6 t mrdec[ing %IW Spraying Per Scope of Services S 2.64 5 1..72 suer.: 3 Bicentennial Park Phase 1 Restroom Servicing per Scope of Services $ - Per Service Fee. 5 10-60 5 111.92 Tow Disinfecting MLst Spraying Per Scope of Services 5 2.64 5 2'2 3.40•, 4 Bicentennial Park Phase 2 Restroom Servicing per Scope of Services 5 Per Service Fee 5 21.21 5 21.85 a.W.- Disinfecting MW 5p r.tv trig Per Scope of Services 5 2.61 $ 2-72 3.0V6 5 Bicentennial Park Tennis Center Facility Restroom Servicing per Scope of Services S - Per Service Fee S 5.30 S 5.46 3.txns Disinfecting Mist Spraying Per Scope of Services 5 2.64 S 272 6 Bicentennial Park Shop Family Restroom Facility Servicing per Scope of Services 5 Per Service Fer 5 5.30 S 5.3ty 3.tRt".. Disinfecting Misr Spraying Per Scope of Services 5 264 S 2.72 3011' 7 The Marq Southlake Legends Hall Exterior Restroom Facilities Servicing per Scope of Services S - Per Service Fee S 7.95 S 8.19 3W. Disinfecting Mist Spraying Per 'Lope of Services S 2-64 3 2.72 31W 3 The Marq Southlake Amphitheater Restroom Facilities Servicing per Scope of Sery ices 5 - Per Service Fee S 5.30 5 5.1n 3-tKr. Dninfectft MCM Spraying, Per Scope of Services 5 264 S '_" s nn 9 !North Park Restroom Facility Servicing per Scope of Services 5 Per Service Fee S 15.91 5 1639 Disinfecting Mist Spraying Per Scope of Services ; 2.64 5 2.72 10 Liberty Park Restroom Facility Servicing per Scope of Services S - Per Service Few S 7.95 S S.I Q II W`: 13isudecting MisI Spraying Per Scope of Services S 2 to 5 ? 72 3-utra 11 Southlake Sports Center Restroom Facility Servicing per Scope of Sery ices 5 PrrSvrvice Fee 5 7.95 5 8.14 s.na•. Disinfecting MLst Spraying Per Scope of Services 5 2.64 S 2-7 121 Pavilion Services per Scope of Services 5 11avilicm Services Foe S 4243 S 43.7f1 3.00:: :lifer Itour Pavilion yen•en• Fee S 53.04 S 54.63 3.OW4 13 Empty Trash Can and Replace Liner as Requested - Per Each S Empty Trash Can and R.eplare Liner as Requested Per L•ach Can and I,imr $ 2.12 S 2.18 sum. 14 Hourly Labor Rate for I a n itor ial/Po rte r Services per Scope of Sery ices 5 f lour1v 1�bor Rate for As Requested janitiIna llPorter Services Per I lonr S 21.21 5 21 8 . 15 After Hour Labor Rate far Ianitorial/Porter Sery ices per Scope of Services 5 After Hour Labor Rate for I anitorial/ Porter Services per Scope of Services S 31.82 S 32 16 Power Washing Services As Requested Per Square Foot Per Scope of Services 5 Power Washing Services AS Requested Pry Scope of Services 5 0.21215 s.tfm: 5 283.25 1 $ 291.75 100% PERCENTAGE REQUESTED MAY NOT EXCEED 3°/ti Timothy Slifka From: Pam Farnsworth < pfarnsworth@pureservice.biz> Sent: Friday, January 5, 2024 4:02 PM To: Timothy Slifka Cc: Junior Camacho; Shane Cloud; Denise Hernandez;. Joshua Reed Subject: Re: Contract Renewal for City of Southlake Attachments: 2024 PureService Corporation 3% Price Increase Request.xls; 2024-01 A4 PureService Corp Form 1295 for City of 5outhlake.pdf; Consumer Price Index, Dallas -Fort Worth - Arlington area - November 2023 _ Southwest Information Office - U.S. Bureau of Labor Statistics.pcit US Inflation Rate Still Rising.docx Good afternoon Tim, We have decided to request a 3% price increase with the contract renewal. 1 have filled out the Pricing Schedule that you sent me with Column D completed with our updated Unit Cost. Everything on the pricing schedule balanced out at exactly the 3°%, including the totals. As requested, I have also added documentation from the Bureau of Labor Statistics far the Dallas - Fort Worth- Arlington Area that shows the Consumer Price Index for our area acknowledging the inflation rate increase. You could also take into consideration the increase in minimum wages across our state and the country. We have had to increase our starting wage just to keep up with competition. Our cost of fuel for our vehicles has increased along with the cost of our cleaning supplies. This is the main reason that we are requesting the 3% increase. I have attached the Pricing Schedule, The Completed Form 1295, Inflation Rate Graph and the CPI documentation. Please let me know if you need any additional documents or information. Have a Great Week -end and Happy New Year!! Best Regards, Pam On Thu, Jan 4, 2024 at 9:04 AM Timothy Slifka <tsHfka@ci.southlake.tx.us> wrote: Good morning Ms. Farnsworth. I'm getting an earty jump on our contract renewals for the coming year. We will also need a new Form 1295 which I will send in a separate request. Will your company be requesting an increase in contract rates at this renewal? If no increase is requested, please respond with "No Increase Requested", and I can get the renewal paperwork completed and processed for approval. If you will be requesting an increase, please complete the attached pricing schedule and please send the required documentation on how your costs have increased to justify an increase. Please let me know at your earliest convenience. Regards, Tim Timothy Slifka, CPPO, CPPB Purchasing Manager 1400 Main Street Suite 420 Southlake, Texas 76092 Phone 817-748-8312 tslifka ci.southlakeAx.us CityofSouthlake. com * Current Bidding Opportunities Please take a moment and click on the appropriate link below to complete our Purchasing Department Survey. Your answers will help us to continually improve our services. * City Staff Survey * * Vendor Sure - How are we Doin ? * 2023 Award Winner T'am Tammort✓z Vice Orndent Puresen*,e Corporation 817-80M507 ext 509 office 405-496-0884 cell pia msworthCc7oureseruice. biz N E W S R E L E A S E BUREAU OF LABOR STATISTICS J. S. ❑ E P A R T M E N 1 ❑ F L A 8 Q R For Release: Tuesday, April 12, 2022 �It ENT pF 4lot 9�A GBLS � L A7'ES r SOUTHWEST INFORMATION OFFICE: Dallas, Texas Technical information: (972) 850-4800 BLSInfoDallas@bls.gov www-bls.gov/regions/southwest Media WntacL (972) 850-4800 22-237-DAL Consumer Price Index, Dallas -Fort Worth -Arlington area — March 2022 Area prices rose 3.0 percent in February and March, up 9.0 percent over the year Prices in the Dallas -Fort Worth -Arlington area, as measured by the Consumer Price Index for All Urban Consumers (CPI-U), were up 3.0 percent for the two months ending in March 2022, the U.S. Bureau of Labor Statistics reported today. Regional Commissioner Michael Hirniak noted that this was the largest bi-monthly change in the all items index since April 1980. The food index increased 3.9 percent, and the energy index rose 14.6 percent in February and March. The all items less food and energy index rose 1.7 percent over the past two months, mainly due to increases in the categories for shelter, apparel, and medical care. (Data in this report are not seasonally adjusted. Accordingly, bi-monthly changes may reflect seasonal influences.) Over the last 12 months, the CPI-U rose 9.0 percent, the largest percent increase since December 1981. The index for all items less food and energy increased 6.5 percent over the year. Energy prices jumped 37.4 percent, largely the result of an increase in the price of gasoline, while food prices advanced 9.8 percent. (See chart 1 and table 1,) Chart 1. Over -the -year percent change in CPI-U, Dallas -Fort Worth -Arlington. TX, March 2019—March 2022 Percent change if) o .._.... 8.0 �.0 4.0 2.0 0.0 -Z C Mar I,tav Jul Sep Now Jan 2019 Source:11.S 8ureau of Labcr Statistics. 4Ji items 40 items less food and energy Mar May Jul Sep No,, Jan 1.1ar Clay Jul Sep Nov Jan Mar 2020 2021 2022 Food Food prices increased 3.9 percent for the two months ending in March, the largest bi-monthly rise in the index since February 1977. The index for food at home (grocery store prices)advanced 5.3 percent, partly due to price increases for fruits and vegetables. Prices for food away from home (restaurant, cafeteria, and vending purchases) rose 2.1 percent for the same period. Over the year, food prices advanced 9.8 percent, the largest increase for the index since April 1981. Prices for food at home jumped 13.7 percent, mainly due to an increase in prices for meats, poultry, fish, and eggs. Food away from home advanced 5.5 percent over the same period. Energy The energy index rose 14.6 percent for the two months ending in March. The increase was mainly due to higher prices for gasoline (+27.6 percent), but all components contributed to the rise_ Prices paid for natural gas service rase 6.6 percent, while prices for electricity advanced 0.4 percent for the same period. From March 2021 to March 2022, energy prices Jumped 37.4 percent. This rise was mainly driven by the surge in prices for gasoline (+48.2 percent), but jumps in electricity (+26.3 percent) and natural gas service (+23.4 percent) prices during the past year also contributed. All items less food and energy The index for all items less food and energy rose 1.7 percent in the latest two -month period. Higher prices for shelter (+1.7 percent), apparel (+5.1 percent), medical care (+1.4 percent) and new vehicles (+2.9 percent) were among the largest contributors to the rise. These increases were partially offset by lower prices for education and communication (-1.6 percent), other goods and services (-2.6 percent) and used cars and trucks (--0.8 percent). Over the year, the index for all items less food and energy increased 6.5 percent, the largest advance since February 1984. Components most contributing to the increase included shelter (+6.7 percent), used cars and trucks (+34.3 percent), medical care (+3.4 percent), and household furnishings and operations (+6.6 percent). The May 2022 Consumer Price Index for the Dallas -Fort Worth -Arlington area is scheduled to be released on Friday, June 10, 2022. Technical Note The Consumer Price Index (CPI) is a measure of the average change in prices over time in a fixed market basket of goods and services. The Bureau of Labor Statistics publishes CPIs for two population groups: (1) a CPI for All Urban Consumers (CPI-U) which covers approximately 93 percent of the total U.S. population and (2) a CPI for Urban Wage Earners and Clerical Workers (CPI-W) which covers approximately 29 percent of the total U.S. population. The CPI-U includes, in addition to wage earners and clerical workers, groups such as professional, managerial, and technical workers, the self-employed, short-term workers, the unemployed, and retirees and others not in the labor force. The CFI is based on prices of food, clothing, shelter, and fuels, transportation fares, charges for doctors' and dentists' services, drugs, and the other goods and services that people buy for day-to-day living. Each month, prices are collected in 75 urban areas across the country from about 6,000 housing units and approximately 22,000 retail establishments —department stares, supermarkets, hospitals, filling stations, and other types of stores and service establishments. All taxes directly associated with the purchase and use of items are included in the index. The index measures price changes from a designated reference date; for most of the CPI-U the reference base is 1982-84 equals 100. An increase of 7 percent from the reference base, for example, is shown as 107.000. Alternatively, that relationship can also be expressed as the price of a base period market basket of goods and services rising from $100 to $107. For further details see the CPI home page on the Internet at www.bls.gov/ cpi and the CPI section of the BLS Handbook of Methods available on the internet at www.bts.gov/opub/hom/ cpi/. In calculating the index, price changes for the various items in each location are averaged together with weights that represent their importance in the spending of the appropriate population group. Local data are then combined to obtain a U.S. city average. Because the sample size of a local area is smaller, the local area index is subject to substantially more sampling and other measurement error than the national index. In addition, local indexes are not adjusted for seasonal influences. As a result, local area indexes show greater volatility than the national index, although their long-term trends are quite similar. NOTE; Area indexes do not measure differences in the level of }prices between cities; they only measure the average change in prices for each area since the base period. The Dallas -Fort Worth -Arlington, Texas, Core Based Statistical Area includes the counties ❑f Collin, Dallas, Denton, Ellis, Hood, Hunt, Johnson, Kaufman, Parker, Rockwall, Somervell, Tarrant, and Wise. Information in this release will be made available to sensory impaired individuals upon request. Voice phone: (202) 691-5200; Telecommunications Relay Service: 7-1-1. Table 1. Consumer Price Index for All Urban Consumers (CPI-U): Indexes and percent changes for selected periods, Dallas -Fort Worth -Arlington, TX, March 2022 (1982-84=100 unless otherwise noted) Item and Group Indexes Percent change from Jan. Feb. Mar Mar. Jan. Feb 2022 2022 2022 2021 2022 2022 All items ........................................... .......... 261.499 269.347 9.0 3.0 All items 0 96 7 = 100)........................................... 820.308 844.927 Food and beverages .......................................... 285.464 296.052 8.5 3.7 Food ........................................................ 280.109 - 290.933 9.8 3.9 - Food at home .............................................. 238.012 242.209 250.567 13.7 5.3 3.5 Cereals and bakery products ................. 278.610 286.711 10.2 2.9 - Meats, poultry. Fish. and eggs .................. 294.710 306.135 22.1 3.9 - Dairy and related products ................... 205.043 214.372 8.1 4.5 Fruits and vegetables .......................... 205.056 225.090 13.5 9.8 Nonalcoholic beverages and beverage 198.551 208.721 4.7 5A - materials(l) ........................._......... . . Other food at home .........................._.... 226.510 237.991 13.8 5.1 Food away from home ................................ 343 163 350.266 5.5 2.1 Alcoholic beverages ....................................... 355.507 360.966 -5.4 1.5 Housing.............................................................. 257.655 261.709 7 9 1.6 - Shelter ................. ____ ... ..... ................... ........ 285.456 288.498 290.198 6.7 1.7 0.6 Rent of primary residence ........................... 305.775 309.921 311.352 7.0 1.8 0.5 Owners' equivalent rent of residences(2)..,. 308.174 310.282 310.877 5.2 0.9 0.2 Owners' equivalent rent of primary 308.174 310.282 310.877 5.2 0.9 0.2 residence(2) ............................................ Fuels and utilities................ ............................ 293.489 - 296.973 18.6 1.2 - Household energy ....................................... 271 165 273.291 275.561 25.9 1.6 0.8 Energy services..._......._ ...................._.... 267.062 269.030 270.835 25.8 1.4 0.7 Electricity ----------------------------- _.............. 251.886 253.161 252.975 26.3 0.4 -0.1 Utility (piped) gas service .................... 274,126 279.474 292.147 23.4 6.6 4.5 Household furnishings and operations ........... 131.913 - 133.698 6.6 1.4 - Apparel ......... ...................................,........... 112.325 - 118.002 7.5 5.1 Transportation.................................................... 236.484 - 261,079 23.3 10.4 Private transportation ..................................... 244.646 - 269.546 23.7 10.2 New and used motor vehicles{3}................. 129.920 - 133.749 19.2 2.9 New vehicles(l) ........... .... ................ _... 209.784 215.920 5.2 2.9 Used cars and trucks(i ).......................... 490,895 - 486.841 34.3 -0.8 - Motor fuel .................................................... 281.848 303.332 359.843 48.4 27.7 18.6 Gasoline (all types)-,. _,................ 260.011 301.193 357,251 48.2 27-6 18.6 Gasoline, unleaded regular(4) ............. 269.615 290.642 345.326 49.0 28.1 18.8 Gasoline, unleaded midgrade(4)(5)..... 296.707 315.511 371.590 46.3 25.2 17.8 Gasoline, unleaded premium(4)... ...... 296.352 313.344 366.574 421 23.7 17.0 Medical rare .. ...................... ........................ 486.962 - 493.586 34 1.4 - Recreation(3).................................................. 122.876 - 124 091 1.3 1.0 Education and communication(3) ....................... 136,620 - 134.493 -0.4 -1.6 Tuition, other school fees, and childcare(?) ... 1,294.866 - 1,296.393 1.9 0.1 Other goods and services .................................. 489,226 - 476.290 6.5 -2.6 Commodity and service group Commodities..................................................... 196.020 207.504 13.5 5.9 - Commodities less rood and beverages .............. 156,159 167.064 16.4 7.0 - Nondurables less food and beverages.........,. 190.913 215.015 20.1 12.6 Durables......................................................... 126.173 - 127.478 12.6 1.0 Services ............. .......................... .............. 325.405 - 330.489 6.8 1.6 - Special aggregate indexes All items less shelter ........................................... 251.097 260.564 10.4 3.8 - All items less medical care ................................. 250.467 258.376 9.6 3.2 - Commodities less food .............. ......_..._..._.-------- 161.145 172.102 154 8.8 Nondurables....................................................... 233.841 252.839 141 8.1 - Note: See footnotes at end of table. Table 1. Consumer Price Index for All Urban Consumers (CPI-U): Indexes and percent changes for selected periods, Dallas -Fort Worth -Arlington, TX, March 2022 (1982-84=100 unless otherwise noted) - Continued ISem and Group Indexes Percent change From - Jan. Feb. Mar. Mar. Jan. Feb. 2022 2022 2022 2021 2022 2022 Nondurables less food ....................................... 198.328 221.970 18.0 11.9 - Services less rent of shelter(2) .... ... .............. 377.559 382.944 6.7 1.4 - Services less medical care services ................... 307,619 - 312.523 7.2 16 - Energy................................................................ 277.559 289.180 318.040 37.4 14.6 10.0 All items less energy .......................................... 265.048 - 270.139 6.9 1.9 - AII items less Food and energy ....................... 262,498 266-8621 6,51 1 7 (1 ) Indexes on a February 1978=100 base. (2) Indexes on a December 11382=100 base. (3) indexes on a December 1997=100 base. (4) Special index based on a substantially smaller sample. (5) Index on a December 1993=100. - Data not available. Exhibit 1: US Inflation rises in January at fastest annual pace since 1982 - graph shows year -on -year changes in % 6,5 5,5 4,5 3,5 2,5 1,5 0,5 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 Core CPl Core PCE' CPI (rhs) a,O 7,0 6,0 5,0 4,0 3,0 2,0 1,0 0,0 -1,0 -2,0 WE Personal Consumption EVenditures Source: Bloomberg , BNP Paribas Asset Management as at 10 February 2022 TY OF SOUTHLAKE 13 February 7, 2023 PureService Corporation PO Box 92909 Southlake. Texas 76092 Attn: Ms. Pam Farnsworth ORIGN.NL DOCUMENT CITY OF SOUTI ILAKL Council Actiott-I Ord./Res. No, Date Approved Subject: Notification of Contract Renewal for Parks Janitorial Services RFP2101 B540JC210008 Dear Ms. Farnsw orth: The City of Southlake is providing notification of contract renewal. pending City Council approval. for "Parks Janitorial Services RFP2101 B540JC210008". This renewal shall become effective March 24, '20?3, pending City Council approval (CC Award date �0 and shall continue in full force based on the terms and conditions of the initial award. As a condition of contra t newal, 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. Your company has requested an overall increase of 2.93 as part of this renewal. Revised pricing is attached as part of this renewal. All remaining terms and conditions of the original document shall remain in effect for this renewal period. The terms and conditions proposed and accepted in this renewal agreement are as follows 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 Terns: FOB Destination Delivery Locations: IF STATED IN RFP DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to two (2) more one (I) year annual renewals. City Contact: Junior Camacho 817-748-8357 Send all billing to. City of Southlake accounts able ci.southlake.mus (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 817-748-83 l2 with any questions. Sincerely, Tim Slifka Purchasing Manager CPPO. CPPB if City of Southlake 1400 Main Street, Suite 420 <<'r'+� A+�E+ir'■• Southlake, Texas 76092 .� p tslifl:ai&.ci.southlake.tx.us = Att LL Fax: 817-748-8010 _ D ; y ll iy, TRMC ity Secretary Contract Renewal Acc pted: �'�'. ■. ■ Signed: Date: f'■Fality: ■��++ttt1{1� o � r Jahn Huffman City of Southlake City Attome �� -� i r� r .r . i _ . � - . t � .... � � PureService Corporation 2023 updated Unit cost ITEM Description: UnitCast Per Hour nit ost Per Hour Y Bobones Park S occer F a cility Kesrmorn Servicing per Scope of Services Per Service Fee 5 7 � -' 5 795 -'ts': DL%infecting Mist Spraying Per Scope of Services S ? 3 S 2.64 177. 2 0 b I ones P-a-rV biott bal I Facility Restroorns Servicin,4 per Scope of Services Per Sere ce Fee 5 : %'` 5 7.95 Disinfechng Mist Spraying Per Scope of services S 2.3-1 S 2.64 3 1cente ortial Parkase I Restroom Servicing per Scape o Services Per Service Fee S 10.30 S 10.60 Disinfecting Mist Spraying Per Scope of Services S 2.51 5 2.64 4 Bicentennial a estrtiom bervicing per Scope o Services Per Senice Pee 5 '_t1.60 S 21.21 2vn• . Fhsinfecting.Mist Spraying Per Scope of Services S 2.57 S 164 _, _ .. 5 Bicentennial ar ennis Center Facility Restroorn Servicing per Scope of Services PerServtceFee S 5.15 S 530 2n••. Disinfecting Mist Spraying Per Scope of Services S ? 5-I 5 2.fi4 277% 6 ice ritennial Park 5 hop Farnily Restroom Faci ity S ervicing per Scope of Services Per Service Fee S 5.15 S 5.30 Z91% Disinfecting Lust Spraying Per Scope of Services S 2.57 S 764 77:'h 7 e Marq Southlake Legends Hall Exterior Restroorn Facilities Servicing per Scope of Services Per Service Fee $ 7.72 S 7.95 1-96% Dtsuifecting Mist Spraying Per Scope of Servict� S 2, V 5 2.64 172". 8 e Marq Son thlake Amp hith ea er Restroom Fact ties 'Servicing per Scope of Services Per Sen-ice Fee S 3.15 S 530 19$% Disinfecting Mist Spraying Per Scope of Services 5 2.5-1 S 2,64 1r-*. 9 North Park Restroom Facility Servicin per Scope of Services Per Service Fee S 15.45 S I i U1 xee^. Disinfecting Mist Spraying Per Scope of Services 5 2.37, 5 2.64 10 erty Vark Kestroom Facility Seryicrng per Seope o Services Per Service Fee 5 7.i 2 S 7.93 2v8'•. Disinfecting Mist Spraying Per Scope of Services 5 25". S 2.64 err: 1i South a Sports Center Res troorn Fac il"ervicing per Scope of Services Per _"+mice Fee S 7.:2 5 ' 95 2ss Disinfecting Mist Spraying Per Scope of Services S 15 S 2.64 12 Pavi I ion Services per Scope a f Services Pacihan Services Fee S 41.20 5 42.43 xyr. Aftcr Hour Pavilion Service Fee S 51.30 S 53.04 13 Empty Trash Can and Replace Liner as Requested - Per Each Empty Trash Can and Replace Lour as Requested Per Each Can and tuner 5 2.06 3 112 291% 14 Hourly Labor Rate for jartitoria orter Services per Scope o Services Hourly Ubor Rate for As Requested Jarutonal/ Parter Services Per Hour S 20.60 5 21.21 z%% 15 After Hour Labor Rate for anitnn orter services per Scope of Services :1fter Hour Labor Rate for Janitorial/ Porter Services per ticope of Sen•ic.s S V.90 5 ;1.82 =sax 16 Power Washing S ervices A s Requeste d Per Square Foot Per Scope of Services Power Washing Services As Requested Per Scape of Services S 011 S 0.22 s.76% $ 275.14 5 283.25 2.93 PERCENTAGE REQUESTED MAY NOT EXCEED 30% Timothy Slifka From: Pam Farnsworth <pfamsworth@pureservice.bir> Sent: Monday, February 6, 2023 5:07 PM To: Timothy Slifka Subject: Re: Contract Renewal with City of Southlake. Attachments: Screen Shot 2023-02-04 at 7.30.37 AM.png; PureService Corporation 2023 Price Increase Request.xls Hi Tim, It was good talking with you earlier. I have attached the Price Increase Request and I was able to get the increase percentage under 3% on the Power Washing by inserting the formula used last year. So I hope that helps you. I have also added an inflation chart for the DFW area. You can also include Wage increases, cost of supplies and fuel cost as the main reason we are requesting an increase. Let me know if you need anything else. Have a great evening! Tha n ks, Pam On Wed, Feb 1, 2023 at 8:29 AM Timothy Slifka <tslifka@ci.southlakeAx.us> wrote: Ms. Farnsworth, Following up on this request. Regards, Tim Timothy Slifka, CPPO, CPPH Purchasing Manager 1400 Main Street Suite 420 Southlake, Texas 76092 Phone: 817-748-8312 Fax: 817-748-8010 tslifka(@, ci.south lake. N. us Cityof5outhlake.com * Current Bidding Opportunities * Please take a moment and click on the appropriate link below to complete our Purchasing Department Survey. Your answers will help us to continually improve our services. City Staff Survey * * Internal Staff Bid Survey * *_Vendor Survey - How are we Doing? * A..: 201 Armed ner From: Timothy Slifka Sent: Wednesday, January 25, 2023 12:31 PM To: Pam Farnsworth <Pf_arnsworth@pureservice.bix> Cc: Junior Camacho <fcamacha ci.southlake.tx.usa Subject: Contract Renewal with City of Southlake. Good afternoon Ms. Farnsworth. I am getting started on our upcoming contract renewal far Parks Janitorial Services RFP2101B540JC210008. Will your company be requesting an increase in contract rates at this renewal? If no increase is requested, please respond with "No Increase Requested", and I can get the renewal paperwork completed and processed for approval. If you will be requesting an increase please complete the attached pricing works heet and return and also please provide require documentation on how your costs have increased to justify an increase. We will also require an updated insurance certificate as part of the renewal. Thank you in advance and please let me know if you have any questions. Regards. 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 lake.tx. us Ci ofSouthlake.com * Current Bidding Opportunities Please take a moment and click on the appropriate link below to complete our Purchasing Department Survey. Your answers will help us to continually improve our services. ' Cily Staff Survey' * Internal Staff Bid Survey * Vendor Survey - How are we Doing? * 4::20k721Award Winner 'Pam •farrrns,orth fire,Presr&nt PureSevice Corporation 817-809-6507 ext 509 office 405-496-0884 cell pfa mswo rth (a) p U rese rV ice. hrz 12-month percentage change, Consumer Price Index, metropolitan areas, all items, not seasonally adjusted — Atlanta -Sandy Springs -Roswell, GA Boston -Cambridge -Newton, MA -NH Dallas -Fort Worth -Arlington, TX - - - Detroit -Warren -Dearborn, MI - - Los Angeles -Long Beach -Anaheim, CA — Minneapolis -St. Paul -Bloomington, M.. ---- Philadelphia -Camden -Wilmington. P... -•-•-• Riverside -San Bernardino -Ontario, CA San Francisco -Oakland -Hayward, CA — - St. Louis, MO -IL — Urban Alaska Washington -Arlington -Alexandria, D... Percent 15.0 10.0 14+1 All --- Baltimore -Columbia -Towson, MD Chicago -Naperville -Elgin, IL -IN -WI Denver -Aurora -Lakewood, CO — - Houston -The Woodlands -Sugar Land... — Miami -Fart Lauderdale -West Palm Be... New York -Newark -Jersey City, NY -NJ... Phoenix -Mesa -Scottsdale, AZ - San Diego -Carlsbad, CA - - - Seattle -Tacoma -Bellevue, WA - - Tampa -St. Petersburg -Clearwater, FL — Urban Hawaii r i rv11 ►•„� q`. ItIJ , Y -5.0 Dec Dec Dec Dec Dec Dec Dec Dec Dec Dec 2002 2004 2006 2008 2010 2012 2014.2016 2018 2020 Dec 2022 C!Y rr" AIErF ORIGNI.AL DOCUMENT CITY OF SUUTI iL.kK 19 Council Action: 6)N Qrd,IRc& No. January 1 i.'-0" Date Approved ]y PureService Corporation PO Box 92909 Southlake_ Texas 76e192 Attn: Ms. Pam Famswonh Subject. Notification of Contract Renewal for Parks Janitorial Services RFP2101 B54WC210009 Dear Ms. Farnsworth . The City of Southlake is providing notification of contract renewal, pending City Council approval. for --Parks Janitorial Services RFP2101B5401C310008". This renewal shall become effective March 24. 2022. periling City Council approval [CC Award date # and shall continue in full force based an the terms and conditions of the initial award. As a condition of contract r ewal_ a price adjustment may be requested by the vendor and considered by the Cin . 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 soleiv for the purpose of accommodating an increase in the vendor's cost not profit. Your compan} has requested an overall increase of-2-We as part of this renewal. Revised pricing is attached as part of this renewal. All retraining terns and conditions of the original document shall remain in effect tar this renewal period. 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. Deliver►- Terms: FOB Destination Delivery Locations: IF STATED IN RFP DOCUMENT Term of Can itaC Shall be effective for twelve months from date of renewal and is eligible for up to three i; ) more one (1) y ear annual renewals. City Contact- Junior Camacho 817-7484357 Send all billino to: City of Southlake accounts av ablecr,i.so thlake.t-us (preferred) or 1 100 Alain Street, Suite 420. Accounts Pavabie, Southlake_ TX 76092 [filter Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt tiom all federal. state, and local sales tares, 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 South Ue. Thank you for participating in our procurement process. Please call 817-748-83 l_' with anv questions. 1 RCe eel %.. "d dr r• mom' iwti. Timothy Slifka frn_r �ysun,,o�p.' 5-U5 q � �+wi-��r.x.sa,mwi�.u.�,. �.cs Tim Sli fl:a ]asp :022Ila +T 1 r 1510 o&oa Purchasing Manager CPPO. CPPB ON of Southlake 1400 Main Street Suite 420 Southlake. Texas 76092 esli fka3c1.suouhlake. Lx. uc Fax: 817-748-8010 Contract Renewal AeLvptc& Sinned: Mayor John Fluff ran Cin of Southlake %%t I I I Ft11+1 10 Date 9N r � 41 If FOff 111 Ititil i Attest: & wr Arn !N TRMC City Secretor PureService Corporation _ LM tl pdaleil gat cat tncmA,e Frrcrnta Se rrEm Description: L'nit ost Per Rour L_rlit ost Per Hour 1 ones Park bmer kict rt_y Kestroorri . ervinng per Sc ope of Sen'rces Far S met F v -r} S :.7_ I- r. Prsm&rtulg Mist SprayW Per Smpe of Senwty 5 ' 3' i%r 2 oars t Facility tty estraams _ en:ctnr per Scope of Services Per Senwe Fee - 71 5 '• 1 -43'- rhwu"mg %fist Spravuig Per Scope of nun : 37 S :.s. =wr. 3 ice ntennial Park Phas a I Restmesn 5eirviting per Scope of Services Iemce Fee kttOu $ 01.711 til,r. tilsuu. ftng \last Spnyw% Ver S•c'�Pv "f'-wmwes 230 S — =wr. 14Fer tees ants a n e- estroom eming per Sc ope of Services CerSmweFee IMr- Di,nlretueK float 5pnvirig F'er Scope of'vmw a 5 ;i+ 5 3 tS KenkennW rark I ennis Center art sty KeshDom hervicing per Scope of Services 1',!rcervweFev - 3.1Xi S FhurkircCng Nkslr+pralrrr>g Per x, pc of Srrvxk, 2.30 5 '_.�• =sic•. 6 Mceritennial Park bhop Fatinify K"ftloow Facilitv Servicing per Scope of Services Per lwmkv Fee s ; tYe 5 513 t-rw, DLwxK,ti�rkg first ipnvtV For Gn,fa of SLxvw� S : Zi S e Marq bouthlake Legends Kali txterier Restroom Facilities Servicing per Scope of Services Pet �VrL1ceF o S '-N1 S. 1 f. =er. Dbink,:tueg Mist 5pnvkreg Per Scepc of Servwc� 5 IR) 5 =ar H e. arq Southlake Amphitheater Reitmom Facilifics Se n'icing per Stripe of Services r •+rnwe Fer c S Al 5 i 13, 1 I ,rtiLvecbng first Sprnvuig Per S[t>pr or tienxe:• 5 9 North Park Restroom Facility Servicing per Scope of Services Par Iv ice Fee i AiA) i tiii Ifor: rhskrit aung Mkst 5praving Ni +cape of Sen wL•s S ? xi S 137 parr. io Liberty Park Kestrimin act ty S emicing per Scope o Services Per SemceFee 7_50 4 %7_ -vr. Pisudec5rrg S7tst SpravtriF Per Srnge of Servwo, y ^_3[i 5 _ 5 1wr. k 1 SouWake Sporks enter Restrwm Fatil Ity Srrvicing peat Scope of Services rhvuvectmg Mast tiprayueg Nr knpc otIvr%w 2.30 S L= Pa\' •oA Serviceiptir Scope of erVlces Pnih n ;;urvwts I rc V ixl > 41 N ] Mr, - Aiter I i,Pur NLih.m Semite Fee itl X S 31 Ni ILW* - 13 Empty Trash Can and Replace Liner as Requested - Per Each Imply Trash Can arai ReF4,wc Luerr as fuywxtvd Per Each Can and Lin.- r '_fill S 7-tie rkar. 14 Kmtdy Labor Rate or Jimtort er Sm ices per e o Services Hourly Labw Rake Mr & Requtnted janutm.tl/Portrr wrvkcL% i'ei I Four S 24) ly} N 211 N a me . 13 After our Labor Rate for I anitoriaWorter Serwrces per Scope of Services iticr E four latxet G,itr per Jank+lnr!/ F'rter ++en•tc•� per ti+pr r tirn>i L� 7 La xk '4i r i r Syr 16 ewer Washing Services As Requested Per Squire oot er Scope of Services F.•nrr IYaahmt+is.xra As Rvq 7tcd Per Scopce r! i1:1 'r LKr. 3 267 2D S 275,14 2 48a� PERCENTAGF REQUESTED MAY NOT EXCEED 3"., NEWS RELEASE 11w1NTnF BUREAU of LABOR STATISTICS � 4 u 5 O E P A R r M E N 0 F L A B v Rus O rti For Release: Friday, December 10, 2021 21-1995-DAL 30uTHwEST IWORMA71ON OFFICE Dasias Texas Tectirical mformatior t9721 850-4800 BLS1rfo0auastga+s gov www bis 90we9-ons•soutnwe.1 Media contact 1972) 850-4800 Consumer Price Index, Dallas -Fort Worth -Arlington area — November 2021 Area prices rise 1.0 percent in October and November, up 7.5 percent over the year Prices in the Dallas -Fort Worth -Arlington area, as measured by the Consumer Price Index for All Urban Consumers (CPI-U), increased 1.0 percent For the two months ending in November 2021, the U.S. Bureau of Labor Statistics reported today. Regional Commissioner Michael Hirniak noted that a 0.7- percent increase in the index for aJI items less food and energy was the leading Factor in the rise, but higher prices for energy and food also contributed. (Data in this report are not seasonally adjusted. ,accordingly. bi-monthly changes may reflect seasonal influences.) Over the last 12 months, the CPI-U increased 7.5 percent, the largest rise since December 1981. The index for all items less food and energy increased 5.5 percent over the year. Energy prices jumped 40.9 percent, largeIv the result of an increase in the price of gasoline. The food index advanced 4.4 percent_ (See chirt I and table 1.) Chart 1. Over4he-ye8r percent change in CPW, Dallas -Fort Worth-Ariington, TX, November 2018— November 2021 teen mange 80 7.0 5.0 �0 4.0 3.0 2.0 1.0 0.0 -1.0 Nov 2015 Jan 41ar play Jul Source' U.S. Bureau oft.almrSUffades. -AI isms AA terns less taod and energy Sep Nov Jan Mar May Jul Sep Nov Jan Mar May Jul Sep Nov 2019 2020 2021 Food Food prices increased 0.4 percent for the two months ending in November. The index for food at home (grocery store prices) rose 1.1 percent, mat niv due to price increases for other food at home and dairy and related products. Prices For Food awav From home (restaurant, cafeteria, and vending purchases) decreased 0.4 percent. Over the year, food prices advanced 4.4 percent_ Prices For food at home rose 7.3 percent, mainly due to an increase in prices for meats, poultry, fish, and eggs. Prices for Food away From home advanced 1.4 percent over the same period. Energy The energy index rose 4.9 percent For the two months ending in November. The increase was mainly due to higher prices for gasoline (+7.8 percent), but all components contributed to the rise. Prices For natural gas service jumped 10.2 percent, while prices for electricity advanced 0.4 percent For the two -month period. Energy prices jumped 40.9 percent over the year, the largest increase since April 1980. This notable rise was driven largely by a Surge in prices for gasoline (�70.1 percent), along with jumps in prices For electricity (-17.3 percent) and natural gas service (+26.9 percent) during the past year. All items less food and energy The index for all items less food and energy rose 0.7 percent in the latest two -month period. Higher prices For owners' equivalent rent of residences (+1.3 percen(). used cars and trucks f+3.2 percent), and household furnishings and operations (-2.8 percent) were partially offset by lower prices for recreation (-3.8 percent) and apparel (-0.7 percent). Over the year, the index for all items less toad and energy increased 33 percent, the largest rise since April 1991. Components contributing to the increase included shelter (-4.6 percent), new and used motor vehicles (-22.2 percent), and household furnishings and operations (+6.4 percent). The January 2022 Consumer Price index for the Dallas -Fort Worth -Arlington area is scheduled to be released on Thursdav, February 10, 2021. Coronavirus (CO V1D-19) impact on `ovember 2021 Consumer Price Index Data Data collection by personal visit For the Consumer Price Index (CPI) program has been suspended almost I entirely since March 16, 2020- When possible, data normally collected by personal visit were collected either online or by phone. Additionally, data collection in November 2021 was affected by the temporary closing or limited operations of certain types of establishments. These factors resulted in an increase in the number of prices considered temporarily unavailable and imputed. While the CPI program attempted to collect as much data as po5sible, many indexes are based an smaller amounts of collected prices than usual, and a small number of indexes that are normally published were not published this month. Additional intormation is available at vow sr bIs.goN ctn td 19. ettecis-of- i_o%td-IIJ-pandemtc-on-conswnur-price-tnde�,_htm. Technical Note The Consumer Price Index (CP[) is a measure of the average change in prices over time in a fixed market basket of goods and services. The Bureau of Labor Statistics publishes CPIs for two population groups: I T ) a CPI for All Urban Consumers (CPI-U) which covers approximately 93 percent of the total U.S_ population and (2) a CPT far Urban Wage Earners and Clerical Workers (CPI-W) which covers approximately 29 percent of the total U.S. population. The CPI-U includes, in addition to wage earners and clerical workers, groups such as professional, managerial, and technical workers, the self-employed, short -terra workers, the unemployed, and retirees and others not in the labor force. The CPI is based on prices of food, clothing, shelter, and fuels, transportation fares, charges for doctors' and dentists' services, drugs, and the other goods and services that people buy for day-to-day living. Each month, prices are collected in 75 urban areas across the country from about 6,000 housing units and approximately 22.000 retail establishments --department stares, supermarkets, hospitals, filling stations, and other types of stores and service establishments. All taxes directly associated with the purchase and use of items are included in the index. The index measures price changes from a designated reference date: for most of the CPI-U the reference base is 19B2-84 equals 100_ An increase of 7 percenr from the reference base, for example, is shown as 107,000. Ahematively, that relationship can also be expressed as the price of a base period market basket of goods and services rising from S100 to 5107. For further details see the CPI home page on the Internet at ww-%.bls,gw, cpi and the CPT section of the BLS Handbook of Methods available on the interne[ at N,-.vw.hls.gov/opuhihom cpil. In calculating the index, price changes for the various items in each location are averaged together with weights that represent their importance in the spending of the appropriate population group. Local data are then combined to obtain a U.S. city average. Because the sample sire of a local area is smaller, the local area index is subject to substantially more sampling and other measurement error than the stational index. In addition, local tndexes are not adjusted for seasonal influences. As a result, local area indexes show greater volatility than the national index, although their long-term trends are quite similar. NOTE: Area indexes do not measure dillierences in the level of prices between cities, then only measure the average change in prices for each area since the base period. The Dallas -Fort Worth -Arlington, Texas, Core used Statistical Area includes the counties of Collin. Dallas, Denton, Ellis, Hood, Hunt, Johnson. Kaufman. Parker. Rockwall, Somerveli. Tarrant, and Wise. Information in this release will be made available to sensory impaired individuals upon request. Voice phone: (202) 691-5200: Federal Relay Service: (800) 877-8339. Table 1. Consumer Price Index for All Urban Consumers (CPI -U): Indexes and percent changes for selected periods, ❑allas-Fort Worth -Arlington, TX, November 2021 (1982-84=100 unless otherwise noted) Indexes itenr and Group Sep Oct Nov Percent chance from Nov Sep Oct 2021 2021 2021 2020 2021 2021 All items 254 950 257 394 7 5 10 All rtams I1967 = 100i 799 762 FA7 430 Food and beverages 2T7 090 M 691 41 02 Food 271 372 272372 4 4 0 4 Food at home 227 629 228 620 230 157 73 11 07 Cereals and bakery products 271 802 Z72 939 50 04 Meats. poultry fish. and eggs 286.399 i85 855 164 -02 Dairy and related products 194 627 202 186 11 39 Fruits and vegetables 189 326 191 759 50 13 Nonalcoholic beverages and beverage 197 732 194 711 -02 -1 5 malenaW' r Other food at home 212.412 i 19 193 56 3.2 Food away from home 337 147 35 719 14 -04 Alcoholic beverages 352 513 5.47338 06 •1 5 Housing 250.438 253 541 59 12 Shelter 279.353 281 7B0 281 095 48 DO 00 Rent of pnmary residence 299 786 301 284 3,02674 44 1 0 05 Owners' equrvalent rent of resrdencesf e 1 301 747 303 657 305 787 48 1 3 07 Owners' equivalent rent of prrrnary residence{_ 301 747 303 657 oS. 787 48 1 3 07 Fuels and utililres 279 500 785 413 137 2 1 Household energy 256 004 261 656 260 993 188 1 9 -0 3 Energy services 252 157 257 736 256 997 18.8 1 9 -0 3 Electricity 237 819 239 575 238 727 173 0 4 If) 4 Utility (pipedI gas service 258 367 284 629 684 759 269 102 0.0 Household fumi5htngs and operations 124 421 127 929 6,1 28 Apparel 112 431 Ill 627 69 07 Trarsportatton 227 806 234 651 239 3 0 Pnvale transpartatwn 234.919 243 078 25.8 35 New and used motor vshrchesi3) 123.9% 127 134 222 2 5 New vehrdest + r 213 d2a 214 352 162 0 d Used cars and [rucks( ; f 444 025 467 313 310 52 - Motor fuel 267 382 278.777 IBa 409 702 79 35 Gasoline lall rypes) 265.53a 277 070 286 503 70 1 78 34 Gasoline unleaded regulart4 1 255 B00 266 979 276 285 72 1 so 35 Gasoline unleaded mtdgradel; ll ? 1 281 951 292 374 302 024 61 7 71 33 Gasoline unleaded premwmf i 1 282. B64 291 913 300 532 559 6 3 30 Motor vehicle msurance(+ 0 686 457 700 688 46 2 1 Medical care 475 703 e76 025 04 ❑ 1 Recreation! 21 124 B74 120 123 $ 0 -3 8 Educator and communrCauoni i) 136 141 136 073 ;6 0 0 Tuition omen school fees. and rhrtdcarer r 1 1.293 107 1.293 107 26 00 Other goods and services 466 952 40 559 94 29 Commodity and service group Commodities 189 689 192 7-191 12 ❑ 1 6 Commodities less food and oeverages 150 795 ' 54 466 17 2 24 Ndrdurables less rood and beverages ! 1115 078 ' 94 607 j 18 a 3A Durables 121 283 23 466 154 1 8 services 318 530 320 3791 4 9 � 0 6 Special aggregate indexes All ,lems less shelter 244 249 246 656 9 0 10 All items less medical care 2d4 173 246 698 81 10 Commodities less hood 155.814 159 326 1631 23. Ncte Sae footnotes a' -and o1 fable Table 1. Consumer Price Index for All Urban Consumers (CPI-U): Indexes and percent changes For selected periods, ❑atlas -Fort Worth -Arlington, TX, November 2021 j198244=100 unless otherwise noted) - Continued Indexes Percent hang@ �rorr+ - lem and Gn,uc Sep Oct f Nov. Nar Sep Oct 2021 2021 I 2021 2020 2021 2021 Nandorables 226 873 230 35B W T 1 5 Nondurables less food 192 652 197 692 17 t 26 Service$ less rent of shefterl -2} 369 995 370 498 5.0 01 Services less medical care services 301 198 303.088 5.5 06 Energy 262 656 271 185 275 638 409 49 16 All items less energy 259 0a9 260 725 54 ❑ 6 All ilems less fo-id and energy 256 868 258 619 55 07 (1l Indexes an a Fetruary 1976=t00 base (2I Indexes on a December 1962=100 base (3; Indexes on a December 199T=100 base (41 Special index based on a 5ubstanliall y smaller sample (5! Index on a December 1993=100 - Data Pat available 5 crrr 1M SCXJTHLAKE 6 March 24, 20y 1 PurcSorvice Corporawn po But 4_9t19 Southlake. Tetras 760+12 Utn: Ms Parrs Farris► orth Subject: Award Nutilical ion tier Parks )an tor ixl 5ereices RFP_101B540JC210(4)9 Dear ills. Famsworth ORTGTNAL DOCUtiiLNT CITY OF SOUTHLAKE Council Action; Yd�P Ord./Res. No. Date Approved , �11044 The City of South Iake is pleased To inlorm you that PureScr%ice Corporation of S+wthlake. Texas. is the awarded ,etidiir for "Parks Janilorial Services PFP2ta1H540JC!1(04" The award and this agreement am based uri your pn+pusaI to the Ciry copy enclosed This is a sm,le %endor award contract Your company's award rs attached. The terms and candilions proposed and accepted in this agreement are as foIlo++s Payment Terms: Net W days i t nless uihenrrse nuted - such as pry- and or partial Payment) Estimated Ouamities The Cin does not guarantee to purchase any minimum or maximum quannn but floes contemplate purchasing the awarded items exclusively dunn;, the tcmi of the :ontract from the succcssful ti cndm- Method of PavTin enl: Shall be made by ('try procurement card or purchase ordcr Delivery Terms: FOB Destmatwn Delivers Locanons: Vendor Deliver) or City ern pkncc pick-up Term of Contract: The term of awarded contract shall remain in effect tar rwelve mrinthi from date of award and is r1 igible Fur up to four 1 J 1 one t I t )car annual renewals Cif. Contact: Junior Camacho 817.743-8357 Send all billing w. City of Southlakc 14(XI Main Street. Suite 410. Accounts Parable South lake. T-% 76042 or via email to ace un lnuict.suuthIake_tx.us Other Charge,. The Cin of South lake is a talc -exempt municipal corporal ion and is exempt Front all federal. state. and local sales taxes. All other specifications. terms and condimmu shall br as pmv:ded its the original procurement documents %o tither anachmenis to or in rmpunse to this agreement wit! be accepted an less appro%cd in writing+ by the Purchasing Manager or an authorized representative of the City of Sou Wake 11131111 you lint parlictpating in «nr procurement process Plicaw call 817-743_8; l2 with air} questjons Sincerely. Timothy Slifka I ►tx►1+`i'+�ir, % 0� Tim Slifka. CPPO. CPPB Purchasing Manager, Cin of Southlake art t 1400 Main Street, Suite 420 Southlake. texas 76097 Deputy city e�reta� Esli flkaAm-south lake. L%.us ` •�•..*. Its, f �.*��Y1v �r'►+rtit►ttt►► Cu truet -kw Accepted by ned. Date a Yehertoo. City Manager Pnmary Responses a--.: As dM P.Mm flab Jones Park Soccer Facility Remroorn Servicing per Scope ar 5ar.rces 3� M . dbm w..Kr Bid r, , Per Same. F.e e„ s..rre en c n I*..n.._al..be. PMWO" • Bid rs . De. W—"g Mrit Spray+M Per Seene Pr S.n+eee 9Ge -jai lrs P3rIt Sottha11 Ffcilrl•F 7L+5 r r q,jmS ]e—c'n ]@r 5cr)pe •o7 SBrVices ..o — ea ..ew. e...U.J ad r, Pvr Serwc. Fae — s— •—: an ..Y... P...M ad .. - Our nf.�a..y Mrar Sv.rr^q Per Scare W Sar..er. a-. yr... .. ao j ._.111enn+11 �)Fk PnJSI D(!: 7;']N'P ]I 7Zr/iC@S S.r....aa- Y ..A..� F•e•4M Wd •:- ¢tlr S. rr Ka F.. N ..nnn 1 •e 1e . •] JO Btd r. - Die m..% p Mist S.ray„j Per S.." Pf S.rv.caf •+ .rrn.. .::Q 1 : ,o �J C2r+[ennldi Park PtIAS± 2 ReS'r7Or*+ per 3cooe ar Scr.,ces S-- AD ..k— p. A+, Bid .. , +ar s.-.. F.e Alan ].0 — Y W.- ►+.r+..r E*d Y.: Dr —des" Mrel :iw.V 'q qer Seen. of 5.rnetl n A— 3rcentenneal Palk T,!nnt3 Center gac+lity Rastroom Sarvxing per Scope 7f Semi cea s— as e.W k...krd Bid as r •er swwt Fea i P. lnw r 1 i iu 4 S as 2—M ■.wrr rrrtay Did .1—, OWI OO" Mhl Tway" Pw ScaPe r.r ServA a 1 7 b %I 4 Bicentennial Part Shop =amlly Reytroom Fec,terr Ser-t+c1ng per Scope or 54ev+cos e.-Pr: ANI.*e. Pe"e ad M, P.r .S—r . Fee eY d..n e S W S 1,311 a-- M-AMu w.le.rf Bid .1.2 D W-041gnq War sm. V" Mr Seeps of Ser.ec.. i J to i : w the Mara Legends Hall Egterinr Reftroom Facllttles 3erv•csng per Score of Services la.nNe.-M.d—rwerl sm CA Pk Sandra F.e F...s.a: M' ftft rwlMi Wd I. p1P Meelrnq Mrrl 5W.Ywq m S-0. of isrrre.. U— ; d The Mara Ana Amonitnealer Restroam F7[JrtrB$ Se-4C?4rg pPF S%: opedl Sery-"4 f.eeaa: M "Mu Iae.PM Old w.r PN S.-W. Fe. +.. Ywr. i 5 M $ r m '-" ; M P..lor Bid n_ M."r renq M.St Sa Vgftq Par Scapa M S.rv+caa r _ se %: fo •rorth Park Rostroom Facility 30rv+crng per SCgoie 7l Sdry�CiB .r.et.: Ad Vb" Parsee ad qn- I Par SOVIO Fee ar ..rMr. t re d0 . isee fav[.aa: as no— P w Md n . D.WkI uerg MIST SPMVM9 Per Scw. a Sa rwces • ..... -.. .: , . •� 4lheny Park Restroatn Faclltty Bervpvag per Scape of Services JI-- f oom Nd no- 1 rrw $—kA I,— I r M I r m fa..+ ow"k-fa Pla.Maa lbd • -- 9ad.ctlny r�K Lo�.nnq w. Scwx at Sen.c.a °— s.rrr. tiRm 14.A Sousdfaaa Sparta Cooler Rastroom = 1c pi l S.•r, r ••y c •, S: II11 A sua...: AM ■..t.d titd ., Sa.-.•c. r.. a.. 5r.... a rfa ! r M �.a..t.w Pw Bid ." : Ols�nl.cnnq wu Sm.ylnq wr S.e a S--. + • ,...w S 21d i; Sa P1V,11011 Se,,,rus ar.•1 Si 3F'e ]I Se,o -1!� 1W�N-b—pwlra 0+7.t F- ftn S.rpsaa fl.. ..n•• • IM Di i few 7..wak a..r. p m" /at.r na.r ft dion $—I— Fe. •-. S..Kr 1 !• m t ja i Empty Trasn Carl and Aepiice L,ner .is Reques led • Per Eden Srrw.IK aaralna Pt.al.d Md M p Irian 1'raan Gn and gaPiMca Lfau A.C"=r i:b1 1110 tiourty 1_a0ar Rate rat .1inslonaUPortdr Services per Scope of 'service; S.e.....' fim . p.r..M Htd r141 rlawty Lam AOa rat As N.9M s ar ..... .:e .. u Jtnaartieramw sarricea after Hour LAtmf Rare far Janrtat IAwPortlr Services per Scope 1f Sem-ce, ale..1+.Ca lrww Pao*" Wd M . Aftrr Haar uib R.I. rev l.ntton {VFzrter S.rvrc.a �.. ,ti.. n �u 1 o u DUWer'N yS hIt1R SeP414e3 AS ReQ�esietl der i.]Ndre r�dl per 747hC 7f jary�r o-; I.mus'. Ad + bft P.—W. Md 414n Purer Yraanm0 Sl� Aa Rrqu.sf.d oer Scup. of ierncer "]..1 . Appendix B — Proposal Submittal Checklist: (To determine validity of proposall A�Appendin B Ipages _I I!_ thrnugic _l8_I must be included is the prvpnsai submittal Aff ►ppeadix C ( oathe t of Interest tarn tpage _18 1 must he included is the prnp-ssaI %ubmirta1, oc4f- Farm 1295 CrrtiGraIe of Iate rcrard Party mu>t be ittrladed in the prope%&I Nuhanitul. gee Pave 2. A� H8"and SB 252 ►c"u%iedgemeoL See Page le_. RFP Num ber: RFP2101 B540JC210008 Prv'ect Title: Parks Janitorial Services 3:00 P.M. (CST), Friday March 5, 2021 Submittal Deadline: Submit Electronically* to: https://southlake.bonfrebub.com/login * Requires email account login and password. Proposer Infortnatiuu: fteposer•s LAMI Name: PureService Corporation Address: PO Box 92909 Southlake, TX 76092 g State &Zip Fedmi EmpWyers Ideadltsadon Number # 73-1 15 8126 PbooeNumber. 8l7-809-6507 Ptubrtlartler: E-Mail Address: sales r@7r pureservice.biz Proposer Aalhoriution 1, the uQdersigued, have the authority to execute this Proposal in its entirety as sabasined tad enter iate :a ronenet an behalf of the Proposer. Printed Name and Position of Authorized Represe:rttat tve Pam Farnsworth - President Signattur of Authorized Representative: Ate• �G.utatvy Signed this 3rd f day) of March —(mouth), 2011 (year) I learned of this Request ror Proposals by the following means: �_- Newspaper .4dvemidntent f Southlale Webstte CMailed'11e a [ upv Ban firr IJ City Email 'kHitlC36011 C old Call ru Cm 4" Other Cit► of SottthIske - R F P: 10 1 11540C 21 MIX - Pa'ae 10 k11 19 Appendis B— Proposal icuniMntdl 2_ 3. REQUIRED PROP0& L INFOR.H.4TION. I ORDER FOR A PROPOSAL TO BE CONSIDERED COMPLETE. AND TO BE EVALU'-t TE'D FOR A CONTRACT ARARD BY THE CITY, PROPOSER MUST SUBMIT .-tLL OF THE FOLLOWING INFORMATION: Proposed Products aadlor Services A. Prrgducl 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 mar be used. B. Additional Hard%%arc DeNtri Lions: Proposers should also include in this section a detailed description of what additional hardware and/or software. if any. ►sould be required by the Q% in order to fully utilize the goods and/or services proposed. C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer t%ith the Proposal submined. D. Project Se hedui&De I i ver% Date: Proposer must provide a project schedule noting all projected completion dates for segtnenls of the Project. from start-up to completion. and all deliver► dates for ;cods covered by the RFP- The Proposal must show the number of days requited to deliver and install the product or cquipment utter the reccipt of the City's Purchase Order Cost of Proposed Products and/or Services A. Pricine: Pricing shall reflect the full Scope of Services defined herein. inclusive of all associated cost for delivers. labor. insurance. taxes. overhead and prnlit, B. Schedule of Pricing: Proposer shall quote unit pricing in accordance ►►ith the itemized listing of products or contract segments stated in the Scope orServices and using the to] loswing I'armar: For this procurement the schedule of pricing is not available in hardcopr. You may access it via the online portal I www soudtlake.bontirehu com 1. Fo submit your schedule of pricing, please download the Bid Table and illI it in according/}. per the sample below%. �.,. ...,. err. w..... •err. —� � a,�� For instructions on ho►% to complete Bid fables. elease reter to this article on Bonfire s Support Website. Please now even if you do not have additional responses. you must download and re - upload the hlank document. This is to confirm that you du not require any additional costs. If you have an,. additional items. please fill out the Additional Responses template accordingly. Term of Contract and Option to Extend Anv contract resultine from this R F P shall be elTective for twelve months from date of awsrd. The City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion of the Citv, The follo►cJng clauses shall be included in the contract: City of Southlake - UP2I u 1 ti5.t+l.tC 211H)08 Pear t I «t in A. QRUon Clause: it is :geed that City will have the option io extend the contract for up to fourr41 additional years. in tine -year intervals. I exercise this option_ the City shall serve notice 30 days prior to contract termination or to the end of any one-year extension. I he Option to Friend will not be considered it funding, is unavazlaMe nr tF the contractor s past performance is not %ithin t!w irtdustry standard. B. Escalation Clause: Should market conditions prevail which dictate an increase. the suceesstul contractor may submit doctime nIatiun requesting perm issrun to increase pricing no Iater th:tn 30 days after receiving notice from the City ❑r its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing, the approval urthe City in writing. Requests For price adjustments must t+e solely for the purix)se of accommodating an increase in the contractor's cost - not profits. Vendors shall show in this quote their anticipated percent of escalarion iI'l hen the opton to extend is exercised. the pereenr quoted will he a maximum. In addition. the percentage proposed ►+ill he a factor in determining the best value to the CON it is the average price over the period of the contract that will he the price facror considered in the evaluation of this quote Quotes in which nercative ur no escalation is shown will he considered as ti°iv escalation i' Price Increases Upon Extension: If' approved by the City. the Contractor shall mwifv 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 provisiorn shall he tins percent 14%) per year The City shall have authority, in its reasonable disereiion. to determine the validity oaf any cban ge to Contractors rates. City cannot exercise the Option to Extend with any price increases unless the Vendor completes the ;ection of the Quote requcsiting anticipated percentage of annual escalation First Additional Year Est:212(ioto Pereen[A2e............ ......... I ........................ ' °/ A Second Additional Year Esratati,prn Percentage......................I..................... ' % Third Additional Year Escalation Percentage 3 % Fourth Additional Year EscalAtloln Percentage .......................................... 4. Proposer's Experience! Staff A. Project I earn: identih all members of the Proposer's team (including both team members and management) who wiil be providing any ;erviccs proposed and include information which details their experience. B. Removal or Replacement of Staff': Van an assigned sta1T person must tx removed or replaced For any reason. the replacement person must N approved by City prior to joining, the project. C Busine5s_F.stabli5hm=nt: Slate the number ofyear, the Pro poicr'y business ha} been 4>stabIished and operating. if Proposer's business has changed names or if' the principals operating the husiness operate any similar businesses under dirferenl names. or have operated any other businesses ur changed the legal status or form of the business within the lair five OI ►ears, all names. of predecessor business names. affiliated entities, and pre%tous husincaa entities operated by the principals, tFtlifferent than present, must be provided: State the number of years' experience the husiness has: '= and the number of etnplovees 100 D. Protect Related ExNritnde: All Proposals must include detailed information that details the Proposer's experience and expentse in providing the requested service., that demonstrates the Pruposer'y ability to logicall► plan and complete the requested project. C itr of 5oudi ke - RF 1'22I01B5dt>.lt'2I11DUft Page I'- 01 19 i. References Proposer shall provide four (4) references +4here Proposer has performed Similar to or the same types of services as described herein. teterence a1: Client / Company Name- City of Plano Contact Name: Mike Darr Contact Title Phone: 47195 1 QXW Email' michaeldtaplanu-goti Date and Scope of Work Provided: 2018 to present - cleaning 811 park restrooms daily - Reference 42: Client 1 Company Name- C1(► of Graprvinc Contact VamL- Contact rifle Mike Hooker►Randy Sell Contract SuperintendentlP:3rks Manager Phone: 817,3.13 15361817.690.81h' Email- mhookcrulkrapevinetexas-nor oov Date and Scope of Work Provided: 2018 to present - litter pickup and restruom cleaning in 32 parks Client / Companv Name: City of Wrlie Conrad Name: Contact —isle- Dennis Sewell Park; Superintendent Phone 469-628.7661 Email: dennti ieKell ri err lierexas.gov Date and Scope of Work Provided: 2018 to present - litter pickup and restroom cleaning in 16 city parks Client I Company Name: City of Trophy Club Contact Name: Contact rifle: Marvin Athena Parks Superintendent Phone: 817 881.I14�7 Finail: mathens:u-trophycluh.tom Date and Scope of Work Providcd: 2019 to present - resiroom cleaning in 4 Trophy Ciub parks City of Southlake RF P310113..54WC21008 Pa,c I i of 11) 6. 7. 8- Trade Secrets andlor Confidential information Trade Secrets and/or Confidential Information. Phis proposal r ldoesr _ idoes not! contain trade seer is and/or confidential information. If applicable- describe such trade secrets and conlidential information, and the basis for your assertion that such material qualifies for legal protection Irom disclosure. Federal. State andlor Local Identification Information A. Centralized Master Bidder~ List resistration number: B. Prime contractor H I I B I NI WOE reerstraiion number. C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social 5ecuritl Number_ # - - Emergency Business Smices Contact Notice During it natural disaster. or homeland sec onty event. [here may be a need for the City of Southiake to access your business for products or services after normal business hours andlor hoIida►s. The Cie► mad request City employee pick up or vendor deliven 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. Cit} shall be contacted by E- mail with any change to a contact name or phone number of these emergency contacts, Updates mati be emailed to vendors/nici.smhlake.tx.us. All products or services requested during an emer4enc;, event are to he suppiied as per the established contract prices. terms and conditions. The vendor shall provide the fee i pricing) for an after-hours emergency opening of the business. if an► In general. orders will he placed using a City of Southiake pnxuremenr card l blaster Card i ar Cite issued Purchase Order. The billin-is to include the emergency opening fee. if applicable. The contractor shall provide the names_ phone num hers and ter 1pricirig l. if an►. for an after-hours cmerrgenc} opening of the business listed belos%r. Business Name: Pure5ervice Corp Contract #. Description: Cell phone for Brian Pullen Primary Conner (Namer: Brian Pullen Primary Contact Phone Numbers. Home: Secondary Contact (Name r. ?vlickc% Pierce Secondan Contact Phone Numbers: Home- :Mier Hours emergency opening fee. ri applicable: S Cell. 317_503,9596 Cell: S 17.705.5%!6 i ty of Southiake - IIFP21018540.1C2I01}t18 Pare 14 a1' 0 4. Cooperative Governmental Purchasing [Notice Other governmental entities maintaining interlocal agreements with the C-iry. may desire. but are nor ub+igatmi. to purchase goods and services defined in this RFP from the successful Bidder. Ali purchases by governm.crital entities. other than the City. will he billed directly to and paid by that governrnmentaI entity. The City will not be responsible feyr another governmental entity's debts. Each governmental entiry will plate their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFP speciticatiuns- Prior to other governmental entities placing: orders, the City will notifv the successful Bidder oftheir intent - Please indicate below if you will permit other governmental entities to purchase from %our agreement with the City [ N Yes, Others can purchase No, Only the City can purchase [I. CONTRACT TERNS .4ND CONDITIONS. EXCEPT WHERE PROPOSER MAKES KES SPECIFIC E.ECEPTIDlV IN THE SUBMITTED PROPOSAL, .ANY CONTRACT RESULTING FROM THIS RFP WILL CONTAIN THE FOLLU1#11VG TERNS AND COIVDITION.S, WHICH PROPOSER HEREBY ACKIVOWLEDGES. AND TO WHICH PROPOSER .AGREES BY SUBMITTING A PROPOSAL: I. Delivery of Produem and/or Serviees A. P: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City are Nlet 30 days upon receipt of invoice. B. Warranty of Products and Se-vtcca: All products furnished under this contract shall be warranted to be merchantable and good quality and Ft for the purposes intended as descrRied in this Proposal. to the sat isfactiun of City and in accordance with the specificar'iona. terms. and condition; ot'ihe Scope of Services. and all services performed Shall be warranted to he of a good and workmanlike yualiry. in addition to. and not in Iieu of. any other cxpress written Aarrant ie+ provided. O Late belivery ur Performance If Proposer fails to deliver acceptable goods ex ser%,wes within the timetTarnes established in the Project Schedule. the Citv shall be authorized to purchase the snoods or services from another source and assess any increase in co,.Ls to the defaulting Proposer. who .gees to pay such costs within ten days of invoice. D Title to [roods and Risk ofLoss- !-or eoods to be provided by Proposers hereunder. if any. the titic and risk of loss of the goods shall not pass to City until City actually receives. lake possession. and accepts the goods and the installation of such goods, has tested the sr stem- and determined that it is in good and acceptable working order. 2. M111scellaneaus A Indenendem Contractor. Propowr agrees that Proposer and Proposer-s employ ces and agents have no employer-empioyee retatiunship with City. Prupuser agrees that if Proposer is ;elected and awarded a contract_ City shall not he respunsible for the Federal Insurance Contribution Act (FICA) payments. Federal or State une:mploymeni takes. income tax withholding, %orkeN Compensation Insurance payments. or any other insurance payments. nor will City furnish any medical or retirement benefits or anv paid vacation or sick letavc. B. Assignments: I'he rights and duties awarded the successful Pro pose rshatI nix he assigned to another without the written consent of the Purchasing Manager. Such consent ;hall not relieyc the assigner of liability in the event of default by the assiiznee. F W C Liens: Proposer shall indemnify and save harmless the Citv against any and all lien, and encumbrances for all labor, goods. and .servtce5 which ma} W provided to the City by Proposer or Proposer's vendorts?. and if the Cin requests. a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the Ciry City of Sovthlake RF P? 10b 1354u.lt 2llWON I -%t 11+ D. Gratuitie 5 / Bn s: Proposer cenifics that no bribes in the form of entcnasnment, Lifts. 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 i r anv such bribe is found to have been made this shall be grounds for voiding of the contract E Financial Panic-ipation: Proposer certifies that it has not received compensation from the City to participare in pteparing the spec if cat ions or RFP on which the Proposal is hased and acknowledges that this contract may be terminated and/ or payment. withheld if this certification us i nace urat e- 1- Required Licenses- Proposer certifies that he holds all licenses required by the State of T:xas for a provider of the goods and/or services described by the Scope of Services herein. f Authority W Submit Proposal and Lnitr Contract' The person siKning on behalf of Proposer cenif cs rhat the signer has authonly ni r;uhmii tiic Proposal on bthaI f of the Proposer and to bind the Proposer to any resulting contract. H. Compliance with Applicable Law. Imposer agrees that the contract w ill be subject w. and Proposer will strict/} comply with. all applicable federal. state. acid local laws. urdfnances_ rules. and regulations. l Compliance with 11B— S-9. Proposer agrees per HB 99 vendor- shall not boycurt Israel at any time while providing products or ;ervices to the City of Southlake. I ?q Yes, we agree I I No, we do not agree N/A J. Compliance wjji SB ?J1 Proposer mores per SB 25' vendor shall not do business with Iran. Sudan or a foreign [errorist organization while providing products for services to the City lit' youthlake. N Yes, we agree No, we do not agree 3. Financial Responsibilit% Provisions % Insurance: The Proposer. consistent with it; status as art independent cuntractor. shall carry, and shall require any of its subcontrac-ors to carry, ai least the falloiking insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require: i- Worker's Compensation and Employer's Liability insurance, including All States Endorsement_ to the extent required by federal law and complying with the la"s of the State of Texas: ti Commerrtal General Liability insurance, including Blanket Contractual Liability. Broad f-orm Property Damage. Personal Injury, Completed Uperations/Prodemi Liability. Premises Liability. Medical Payments, Interest of Employees as additional insureds. and Broad Form General I.iahilit% Endorsements. for at least One Million Dollars t$I.t}Ot).Ot1U► Combined Single Limit Bodily Injury and Property Damage on an uceurrence basis: tii. Comprehensive Automobile Liability insurance covering, all awned. non -owned or hired automobiles to be used by the Contractor. with coverage for at lean tme Million Dollar> i S t.00lO.t M ► Combined Single Limit $odily Injury and Property Damagc B. Indemnification: Proposer agrees to defend. indemnify and hold harmless the City, all of its oMice rs, Council members, agents and employees from and against all claims. actions, suim demands, proceedings, casts, darnages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. t itv of Svuthlake RFP2 oil I RS40 '_ 10"S 1'aer 141+f 19 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmentai entity This questionnaire reflects changes m.zda to :ire law by H,8- 1491. bt]'th Leg.- Regular Session. OFFICE USE ONLY 7 his q ue stlonnalre Is being filed in accordance mth Chapter t 76- Local Government Code pyk panned by a person vho has a business relationship as defined by Seclion 176.001 t 1 a i aftil a iocai govemmentai eriffty and the person meets requirements under Section 175 0061 al By law this questionnaire must be 51ed -th tie records administrator ofthe rocal governmental entity not later than the 7 1 h tusiness tray after the date the person becomes aware of tacis that require the statement to be filed See Section 176.006 Local Government Code A person commits an offense if cite person kno,:,ingly violates Section 176-006. Local Government Code. An ❑Fensa under this section Is a Class C misdemeano-. 1 Name of person who has a business relationship with iota governmental entity- PureServiec Corporatwo ❑ Check this box If you are filing an update to a previously tiled questionnaire. i The law requires that you file an upoal9d completed quesliocinalre with the appropriate filing -itiihorlty nqt later than the 7m business day after the date the originally hied quesborinarre becomes incomplete ni naccuraie + 3 Name of local government afficer with whom Pifer Eras employment or business relationship. NIA �iarne of Officer This section inem 3 Including xlbparl5 A. 6 i. B Gl must be completed for each officer wilh whom the filer has an ampioyment or other "ness relahonshto as Oefined by Sacdon l713 Qg 1, 1-aI. Local Government Gods Attach add'atonat paves to this Forth Cir7 as necessaiv 4 Is IN local government officer named in rhts WCtinn recervurg or likety to rscerve faxable income ether Ryan investment income from the filet of the questfonnatre 7 Yes F7 No B is the filer of the questionnaire receiving or likely to receive iaxable incase other than investment income, from of al the dir9cWn of the local government officer named in this section AND fhe taxable incorne Is not received from the local �,ovemmerrtal errirry'� Y,-S F--] No _ Is the filer of this questionnaire employed by a Corporation +x other business entity with reSpeCt Io which the loCili government officer saryes as an offtcer or director or holds an ownership bf 10 percent or morel F] Yes F� w 71 be5cripe each employment or business fPIatwoshtp '.+fill th6 focal government ❑tflCer named in this secwv d 03 March 2021 5ignarum of nerscn Icing busies with the novWnrrenlal znirPr ::fie Adopted 0&2912007 I. its of�'Outhtat.r RF-H?tit1e5-1111JC?101HIS page Ia01'1q CERTIFICATE OF INTERESTED PARTIES I=nR1N 1295 Complete Nos i - d and 6 it mere are iruerested parties OFFICE USE ONLY Compleft Nos L i, 3, S. and 6 it there are ro-nteresied mines• CERTIRCATION OF FILING certi t me Number, 1 Name of business entity filing form, and the city, state and courilry of the husiness entity's piste of business. 2(.321-7?27S3 PureService Corporation South Iake, T K unites States Date Filed: 03/03/2021 3 Name of governmental entity or state agency that is a parry to the contrast for which the form is being filed City of SCuthlake TL-Aas Date AcknoMedged: 3 Provide the idenli(icatkm number used by the governmental entity or state agency to track pr identify ttre contract, and provide a description of the services, goods, or other property 10 be provided under the contact RFP210IB540JC210008 Janitorial Services - Street Sweeping • Power Washing and Porter Service a Name of Interested Party City, State. Country (place of business) Nature of interest Icheck appllcabla) Controlling Intermediary 5 Check only if there is NO Interested Party. 6 UNSWORN DECLARATION vty name ,s Pam Farnswarth and my date at birth is 08 March 1957 vy address t5 1715t7 5 e;;man L)rive -- _ Chactaw_ OK T 'JQZC IJ6A stvicerl iulYl ismes icurndei pountryi I declare Milder penalty ui oeriurf chat the ruregkitrig IS it lie and cOr•eci. ' Executed in LOUMy -Stare Oi on the -day df � mnnihl yari r. Signature 71 auihdrzed agent of conn3Gilrig ❑LL`SWP-57S entity i]e[rarzni i Forms provided oy Texas Ethics Commission wwvv erhics.siale.N.us Version VI 1.celtdg8a SOUTHLAI<E v -XDDFNi311h1 NUMBER # I To: All Proposers Date: February 23. 2021 Request for Proposal: RFP2101 S540JC2100118 Janitorial Services For City of Southlake Para: FACilities Propns2l Due Date: 3:01) p.m., Frida% Yiarch A. 2021 I. :addendum No. !,dated Februar► 23. 2021. per Addendum #1. the Cit) of Soudilake is answering vendor submitted question,. QUESTION: Who is responsible for providing the chemicals" ANSWER_ Per the Scope of Services. Page 7. Paragraph 2. Paper products and supplies shall ba provided by vendor for all locations and are a separate lcr from the above services. Vendor shall list quantin, and type of paper product and supplies used on submitted invoice for each location. The Cit% reserves the right to provide vendor with paper products and auppiies. QUESTION: Who is responsible for supplyinY the trash liners and the paper goods? ANSWER: Per the Scope of Services. Pagc 7. Paragraph 2. Pater pru-Jucts_and _supplies shall be provided by vendor fur all locations and are a separate tee Crum the above services. Vendor shall list quantity and type of paler product and supplies used on submitted invoice for each location Me City reserves the right to provide vendor with paper products and suppl ies. QUESTION: Is there a break do%vn of the pricing Sout hlakL! is currentl% par inL ANSWER: No. A bid tabulation from the previous bid is attached to this addendum QUESTION: Also. on the hours they are from 6 am — 5pm Monda%- Sunda► • Does that mean the► can be performed Juring those hours or are you all looking for ernplo%ees to be on standby JurinLI those huwrS' ANSWER: Per the Scope of Services. Page 1). First Paragraph. Vendor Work Hours. Vendur nomiat janitorial service .work hours shall be between the hours or 6:00 .AM and 5:00 PNINlonda► through Sunda%. Normal janitorial services should be performed during those hours. Cev a! Sauo,*e ' Fraw.e Der wamru • r4,V Vaa, Smref 3w* 420 • iauk4d0e raxas 76119? ill •JBdlf2 QU ESTION: fin the special events do you know Ito%► many an at aoera_:e } ou :ell have m a month' ANSWER: The Special L:vents referred to are the Stars and Stripes Celebration in July and the Hume for the I {olida� s hell in November Anticipated staffing required. Hume For the Hulidays (Saturday before l harksgivin>t) - 6-7 staff requested from 4pm- I am or later. Stars & Strtpes (July 3rd t - 6-7 ioaff requested from Jpm- I am tit later i ether events mad he added at the discretion of the City QUESTION: When was the last time you cent out tnr hid ' ANSWER: 2016 QUESTION: :Are there anv tabulations fur the last RFP for this project" ANSWER: Yes. Bid mbulatiun frnm 21116 is attached. QUESTION: Why are you going out for bid" ANSWER: I Current contract ending QUESTION: Are there any currrnr issues %%ith the current vendor that eve ;houId t*e aware ul'' ANSWER. No QUESTION: Who is the current vendor" ANSWER: Pure Service Corpilration QUESTiON: What is the budget for this service' ANSWER: Budget for these Services is S31000 bused on current provider QUESTION: Whitt kinds of requests do you anticipate for aiwr-hours portenn; ' Flom► muny hours and people for a typical event' ANSWER. Per the original document. "These hourly services would be inclusive of all required cervives listed abuve excl uding pov%er washing services. Normally for events these services would require trash can servicing and replacing liners- trash removal to directed location and general ongoing event site clean-up services- however. vendor staff mar be requested to perform anv Yrvices from original Scope of Services except power µas:iing services. The City anticipates six (61 or -seven (7) staff meml+ers to be requested From vendor for a work ihiit of seven (7) tit eight (ti t hours. or more. per event. Vendor stab'' members are expected to remain at event until released by Ciity Luntact. This is only an cy_imate of Cit, need and is not a guarantee of itafl reyuirud o• required liuurs to he requested during any event QLi£STION: is rhi5 contact seasonal" is the cleaning: I`equency hillier (Or the summer months' During the ,-sinter months. are irie required services drastically curta i lea I ANSWER: Vendor will be paid on an --ls Performed/As Requested" basis. Cit} shall determine when services are to be perfornud. City will supply Vendor with anticipated servicing rdy at Souft*e ■ ;;"w Ce-N-PMmenr ■ r400 U80 S+ree7. Sue 420 • Sv011iaM re■as 7M ii 7 7.18. TJt7 schedule once cervices are awarded. City may modity schedule to to City needs. City will coordinate any service schedule changes with vendor. During the months of Dee cm her and January many C i�v Park Facilmes may close due to the weather and services may not he required. This is weather dependent, and services may or may not be required. This is at the discretion of the City QUESTION: Are there estimated quantities for each of the line items we are bidding tin by year? ANSWER: Vendor will be paid on an --As Performed As Requested" basis. City shill determine when services arc to be performed. City will supply Vendor with anticipated servicing schedule once services are a%yarded. City mar mudity_ whedule to tit City needs City Will coordinate any service schedule changes u ith vendor Anticipated 'Schedule. THIS IS NOT A GUARANTEED AMOUNT OF SERVICES TO BE REQUESTED. All Restrooms Except The Mary Legend_- Hall Outdoor - I (Mon-1 riday ) 2x l Saturda• - Sundaysl during the months of February -November Pavilion Semites at Bicentennial Playground { Weekends only > - her�.een '_ti-1 t on Saturday -Sundays during the months of February -November. Breakdown = 4 services per wee f Ix weekdays. 43x on Saturdays • _'x Sandaysl 4% during a full week. Estimated 44 necks a year (no iervice: is normall% requested 17ecember and )anuary t Estimated Resrroum Services per location i except I he Marq Le:gcnds I [all Outdt orl 31)6x per year. Estimated Pw ifion Services at Bicentennial Park Playground benveen 3_5?-_i28 at :x 4x a weekend. Estimated 1'he Mary Legends Hall Outdoor ftestrooms - i0% or less per !year (only be serviced on as needed basis) QUESTION: Can the square f.motage of each restroom be prvvidcd for eae.h location! the toilet. urinal. and sink count for each restrourn" ANSWER: Per the original document. Scope of Services page Y. • Vendor is resporuibie to review acid confirm all locations for required services prior to submitting their proposal. All areas are open to the puhlier QUESTiON: flow am I suppose to submit the furml2r45 rorm C1Q. appendix B Siened. and the proposal document it it is not downloaded Iikc the hid table' ANSWER: These documents. or infurmauun on hue+ to access and complete the documents are included in the downlnadahle RFP document through Bunfiire and the City %ckite these required documents are to he uploaded througn the Bonfire portal as part ur)our overall proposal submission. Upload assistance is available through Bonfire Support at support.iignbonfire.com. Support by email through Bonfire is provided Monday to Fnday from 8 AM - 8 PM ESTrF.DT Please plan your submission accordingly and dim nLH •yatt until the last minute =++r •H Swmlaoe • imarce neRaraww • 1400 Man Srfmr Sires flu • Sauir}!ak/ Was 7609J tT' r48 t:tt2 I T here are oo ether chin2e�-. hew h3e.�a"' O Mar% Morgan Deputy Director. Finance Cit► or5uuthlalc In the submission of thetr prupusal, Prupuser must acknuwledge receipt of lhts addendum_ Proposer ihall adtnuwledet: this addendum by signing, and returning nnc cnpy of this notice with their proposal submission. Signed. A�I` GhnQr cry Dated 03 March 2021 Company Name- PurcScrvice Corporation 0tv 0.5kwP4*e • rkrance >pwawnr -jW Uaw Imwi Side 4,r) •-iourpfaxp. ragas 16W 41' 7419 3312 PURE Prepared for: City of Southlake ,-. f , i_,k SOUTHLAKE 19 Tim Slifka Proposal Reference Number RFP2101 B540JC210008 Proposal Response Janitorial Services for City Park Services Prepared By: Pam Farnsworth PureService Corporation Cell 405-496-0884 sales@pureservice.biz -� PUF:?E �= S EE I t- - March 2, 2021 Mr. Tm Slifka, Purchasing Manager City of 5outhlake 1400 Main Street 5outhlake, TX 76092 Re. RFP 21018540IC210008 — Janitorial Services for City of Scuthlake Parks Mr. Slifka, PureService is pleased to submit this proposal for the City's consideration. I would like to make you aware; the majority owners of PureService Corporation reside in 5outhlake and have a personal interest in the continuing success of the contract. In the 5 years since our original award of the contract, PureService has become the leader in park restrooms cleaning in the DFW metroplex and around the State of Texas. PureService is a woman owned and operated business. We service parks and park restrooms For the following metroplex cities: -City of Plano -City of Wylie -City of Coppell -City of Grand Prairie -City of Grapevine -City of Trophy Club Additionally, we service lakes and lake parks and other cities across the State of Texas- 5 years ago, we bid this contract very low to get our Foot in the door in this new market. We are pricing in reasonable increases based on our observations during the last 5 years but are still offering an incredible rate. Thank you and your team for your consideration of our proposal. Should you have any questions, feel free to reach out to me at vice.oi: or 405.495.0884. Respectfully, ASAM ��¢ Proposed Products and/or Services A. Product or Service Description: PureService will provide restroom cleaning services fused on the specifications provided in the RFP. For normal everyday cleaning. PureService will use x-EFFECT. a non -alkaline disinfectant cleaner concentrate specially designed to clean and disinfect high gloss floors, restrooms, and other non -porous surfaces. X-EFFECT will be used for the following: • Cleaning of mirrors • Cleaning of hand dryers • Cleaning of baby changing stations • Clean lighting fixtures to include removing bugs from light housings • Cleaning of floors • Cleaning of walls • Clearing of ceilings Restroom floors to be cleaned every Monday and Friday utilizing a disinfectant cleaner. To meet the floor cleanincl requirement, we will alternate on Mondays and Fridays using two different cleaning chemicals to provide cleaning on both ends of the pH spectrum — which brings about exceptional disinfection and the removal of both hard water buildup, and grease and dirt buildup. Once a week. we will use Foamy C. & A, an acid -used disinfectant. to clean Floors. Using a formula of phosphoric and hydroxyacetic, these ingredients plus a special penetrating agent, create a cleaning complex that foams and clings to surfaces — literally cutting through and lifting away rust, lime, scale, body oils, mineral and soap scum deposits. Foamy 0 & A is a hospital grade, ❑ne-step cleaner and disinfectant. (See ADDENDUM Ay We will altemate Foamy ❑ & A with Halt, a one-step cleaner. bactericidal. v+rucidat. miidewcidal. and fungicidal disinfectant. It is proven effective against COVID. canine parvovirus, and meets OSHA bioodborne pathogen standard for HIV, HBV and Halt economically disinfects and deodorizes. (See ADDENDUM A) In addition to floor cleaning, PureService will foam clean the entire restroom at least once a week utilizing one of the following methods: Method 1. Pureservice employees use the Kaivac cleaning system for restroorn cleaning and light pressure washing. Kaivac's patented science -based cleaning technologies are designed from the start for rapid, complete soil removal. if fact, they are scientifically proven to be 30-60 times for effective at reducing bacterial contamination than other methods. Employees will utilize the Ka+vac for deep floor cleaning. Method 2: Pureservice employees use the Foam Cannon or Foam Gun for complete restroom cleaning and disinfection. The base of Foamy Q & A's formula is an acid system — phosphoric and hydroxyacetic. These ingredients plus a special penetrating agent create a cleaning complex that foams and clings to vertical surfaces — literally cuts through and lifts away rust, lime, scale, body oils, mineral and soap scum deposits! Simply foam on, agitate especially when heavier soap scum or soil deposits are present and rinse away. (See ADDENDUM A) In addition to restroom cleaning services, PureService will provide Disinfecting Mist Spraying. PureService employees will be utilizing Victory Professional Cordless Electrostatic Sprayers that allows hours of spraying time without dragging a cord. In addition, it is designed to save time and labor, spray less liquid, and cover more surfaces. The Victory Sprayers' patented technology provides an electrical charge to solutions, allowing them to wrap conductive surfaces with an effective and even coverage. Double -charged particles envelope all conductive surfaces — shadowed. vertical and undemeath. (See ADDENDUM Al We utilize the Victory Sprayer combined with Virex Plus for all our electrostatic spraying applications. The Virex (R) Plus one-step quantemary ammonium chloride iquaty-based disinfectant cleaner concentrate is specially formulated to cut cleaning time and quickly wipe out a broad spectrum of bacteria, viruses, and fungi. It kills a broad range of pathogens in just 3 minutes, at a 1.256 dilution, and COVID-19 in 5 minutes at 1-128. Virex Plus will clean, disinfect. and deodorize frequently touched surfaces, and is responsible for staff. equipment, and surfaces. (See ADDENDUM A) PureService will provide power washing services based on the specifications provided in the RFP. PureService will deploy a number of pieces of equipment based an the size of the request from the City of Southlake from truck -mounted units for large concrete areas to smaller equipment for surfaces requiring specialty leaning. Specifically. PureService operators will provide power washing services based on the type of surface that the City is requesting. Normal Concrete and Sidewalk Mainrenance 1. Shall not exceed 4000. 2. Material Mix for Cleaning use a non -bleach, non -detergent cleaning solution. I All Rat work must be rinsed so that no debris remains after cleaning. 4. Any debris in the area shall be picked up and thrown away at any time (around buildings, parking areas, plant beds, etc.) 5 When buildingsistructures with light fixtures are pressure washed, all light fixtures on perimeter of buildings shall also be cleaned so that they are bug/debris free. 6 Contractor shall report any and all items needing attention (broken benches. receptacles. etc.) and affecting the appearance of the area or the safety, health and welfare of residents and employees. PureService will empty trash cans and replace liners_ based on the specifications provided in the RFP. Frequent upkeep is the key to overcoming trash accumulation problems, as well as the timely and proper replacement of trash can liners and recycling Pains to ensure safe, clean removal - Our basic trash removal procedure includes: 1. Emptying trash 2. Changing trash liners 3. Removing trash to dumpster Additional Service may include: 1 Cleaning trash cans 2. Emptying recycling containers 3 Removing recyciables to designated bins PureService will complete Pavilion Services per scope of service based on the specifications provided in the RFP. 1. 12 picnic tables will be sanitized with a disinfectant cleaner 2. 20 trash cans will be checked and emptied. and liners replaced as needed I All trash in and around the three pavilion areas will he coper_ted and discarded 4 Floors under and around pavilion will be cleaned and disinfected PureService will endeavor to use Green Certified Cleaning Products that meet Green Seal/EcoLogo environmental standards for cleaners based on it reduced human and aquatic toxicity. All of our green cleaning products and supplies are able to tackle the toughest jobs without the use of dangerous chemicals found in many industrial strength cleaners on the market. PureService will provide Hourly Rate Janitorial and Porter Services and after-hours Porter Services, Pure Service is well aware of the complexities of providing porter services durirtg tournaments and the realities of providing after hours porter services to events such as Start and Stripes. Over the past 5 years. PureService has developed a strang partnership with Parks and Recreation employees to provide real time cleaning during these events and rapid clean up at the conclusion of the event. 6.Additional Hardware Descriptions: Towable Pressure Washer - This NorthStar Trailer -Mounted blot Water Pressure Washer with self-contained 200 gallon water tams delivers hot water washing anywhere Perfect for remote lob sites with no electricity or running water. Honda GX630 V-twin engine powers CAT pump to deliver hot water at 4,000 PSI for effective cleaning. Horizontal shaft engine is engineered for long life. Cat direct drive pump has brass manifold and ceramic plungers. Coil assembly is fully encased in a custom -molded ceramic fiber refractory combustion chamber with tow -thermal conductivity and resistance to thermal shock. KaFvac's restroom cleaning machines are proven to be 60 times more effective at removing oacterial contamination than mops. which are more likely to spread diseases than remove them. A Kaivac No -Touch Cleaning Machine removes all soil and dirty water, preventing cross - contamination and odor -causing bacteria leaving walls, floors. sinks, toilets, and urinals completely clean. See corresponding numbers for kaivac specifics 1 _ Disease -causing germs and bacteria can live on surfaces for weeks and sinks must be spotless. 2. The spot the mop can't reach! Comers trap sails and mops leave a ring of dirt and germs. 3. Restrooms use 60% of the chemicals in the building and are the 41 source of building complaints. 4. Keeping floors clean and dry eliminates odors and the chance of slips and falls. 5. Toilets are a telltale sign of a dirty restroom and one flush spreads aerosolized germs and soil. C.Guarantees PureService Quality Assurance Procedures Consistent high -quality service saves money and bme. Our workflow efficiencies allow us to provide top quality services at extremely competitive pricing. Doing our work well in the first place makes our clients happy. so we prevent cleaning deficiencies before they even have a chance to happen. PureService exercises a systematic approach to our operations to meet our clients needs and requirements: t Efficient work schedules 2. Seasoned managers provide strong. hands-on supervision of the workforce I Qualified. experienced custodial teams 4 Proactive quality control practices 5. We maintain a high -quality level of service and ensure that cleaning processes and procedures are followed through implementing various quality assurance methods. 6. Enforcing a schedule of periodic work 7 Tracking all service calls and reviewing them weekly and monthly through an effective service call system B. Inspections by managerial staff utilizing the SWEPT system. These inspections are shared with our dients so you can the results of our audits_ See attached in ADDENDUM A. The enforcement of these standards will ensure that our clients continue to receive the highest quality of service. D.Proiect SchedutelDelivery Date: PureServlce is the current vendor and will to ready to begin providing service immediately if the contract is rewarded. ADDENDUM A -SWEPT CLEANING INSPECTION -Foamy QA -HALT -VIRUS PLUS PureServioe Corp CLEANING INSPECTION INSPECTION PLAN: COMPLETED BY Southlake Parks Inspection Brar %13r3ga-, T% 2,l2 ' - swept COMPLETED FOR: Souir,ake TX , grg} inspection Paint Exceeds Meets Below NIA General Cleaning W7 34ia:�n�7 CW_3'��'g Lj7 Inspectior Paint Exceeds meets Below NIA C3#neral Cleanine Page i of 5 , swept PureServlce Corp O-vaiOd Cleaning inspection Point =xceeds Meets BeIOw NIA General Cleaning Detadeo Ciean,ng :J InspeCVon POLnt General Cleanirg Page 2 of 5 Exceeds Meets Below NIA PureService Corp Inspection Point General Cleaning Dvailea Cleaning Exceeds Meets Below kfA inspection Point Exceeds Meets Below N;R General Cleaning Page 3 of 5 PureService Corp - swept Getaited Clearnra Exceeds Meets Below N!A V 4 inspection Point Exceeds Meets Below NIA General Cleaning gage 4 of 5 PureService Corp Oetapled Cleaning Inspection Point Generai %;ear jrg Hallway light, is out ,Detailed C eanirg Page 5 of 5 - - swept Exceeds Meets Below NIA r gamy Q&A° acid -based disinfectant Foamy Q & A is a reader -to -use. acid -based disinfectant with special foaming action for fast and efficient maintenance of shower rooms, restrooms. locker rooms and other areas with similar surfaces to be cleaned. Developed in respcnse to requests for an effective, yet pleasant to use acid -based shaver room cleaner. Foamy Q & A is an excellent product for any shower or restroom program. Providing Quality Maintenance and Chemical Specialty Solutions with Unparalleled Customer Service THE TOUGH APPROACH TO SHOWER AND BATH CLEANING' The base or Foamy ❑ d As fornufa is art aetd system - phosphoric and hydroxyace he These ingredier+ts dus a special penetraing agent create a cipantng cornptex Mal loam, and clings to verllcai surfaces — literally cuts through and lifts away rust. 4me. scale. body oils. mineral and soap scum deposits! Foamy a S A is a hoospital grade one step cleaner and 7rsmfecWt. Sanpty loam on. aglfate eSpeclally when Heavier Soap SClim Or sod deposits are present and msa away KILLS GERMS IN FIVE MINUTES! EJleciive aganst the Iobowvtg Bacteria • Stapaylococcus aureus • Pseudomonas aeruginosa • Salmonella enlerica EKectrre agamt the blowing argtbeotic-ResistarT Bacteena • Vancormycin resoant Enrerococcus taecala (VRE) • MethK*m resistant Starmyloo ccus aureus (MRSA) Effective against the blowing Viruses • HIV-1 1AIDS Virus) • H9rpeS Sxnplex Type 2 • lnrky@n;a A2FFiortg Kong viruses • Panoemtc 20t19 HINT influe va A'nrus AREAS FOR USE Foamy O & A can be used on a wide range or acid -resistant surfaces such as cer arnfG *.Ile walls and doors. Fibergk-mS shower sfalls. sinks Lode( bowls unnals. chrome. dnnking fountains and other stam4ess steel surfaces It works great o schools. hotels hosArt3I6 ar any other commercial indusshal and insht4:ranai facili lv where a cleatn and sanitary envi ronmenI is .mpcelani Suitable lot the Bloadbcrne Pathogen Slandaid A P P1 iCATlONS. Use Foamy O 3 A lot these other apphralion; • Fvr five- ntrnuIv Mainfectant activity against "bacteria and 'virtnes in the presence of organic soil. Spray directly on sated surface and allow loam to wet surface for five minutes. Wipe olil with a damp cloth or sporrge.Rinse surfaces thoroug" with water Prelmnary cleaning is reguued for heavily salad areas. ExA rxgy riesavy sods may &quote agne!ran M(h a mrld scruhbrng pad or brush • For fast cleaning of large areas such as shower room watts and floors. Foamy ❑ d A nay be applied at various dilulrons through a roam gun See product label lot Complete directions tar we and more apphcatrons. Be sure Id read ail Directions. Precautionary and First Aid Statements on product labels before use of this or any Spartan product. If questions remain, consult your employer or a physician. Material Safety Data Sheets for an Spartan products are available from your authorized Spartan aIstAbxrtar or by visiting ww w. spartaneh errwca 1. c o m. 320265 330-gallon tote 320255 55-gallon drum 20230 3D-gallon drum 320215 15-gallon drum 320205 5-gallon pact 3202G4 t -gallon 14 per case 320203 1-quart ;l2 per case) SPECIFICATIONS: pH {Concentmtet— foss than 2 Solvents - $utoxyefhanoi Color - Red Scent - Unique Floral flagrance Standity a.Shep it 24-075'F - One year minimum b.Acceferated 0 49"Ctl20rF-90days minimum c FreererThaw - Trrrse cycles Rinsabdi(y - Flsnse5 in hot OF cold walar Contains btadegradable surlaciants. EPA Reg_ No 5741-23 —toµ aror a �t�rreud n er�gkvt aw Snsuer• rcun4urr � ae aew rstaoto- ]tAPANTEf . rr rnW owYn my ix nusr�d a�� .F.. trq �lr lr ew aete.x �RW?Ita 'Jx v�MNet � Aar.K'd and tell al yeatwrrvrr :t+w�ws One -Step Cleaner/Disinfectant Halt s a liospllal gracle dne-Sleo clean eir odclertcidal jkr ladal mildeAvdal and fungicidal 0sinleciam prrrren afleciive against norovitus canine parrov+rus and blood Wme aawhogens 4l a 164 tluuban Hall economeally dis+nfecls and deodorizes Will a Ianlastic Iresn scenS Hall leaves surfaces Clean germ -tree ara sale' ESA R gi -d-n Mw bW_ 3=1r93 741 FEATURES • vulsp11A1 gr kde jr�-SLm :Idd,,w odclen C IYd ,If X OA,-Arlawr.. wuk 1urg,c.dar d'S'^eeclarl • afrwar 411ecPv? ",esl FIlxp.rl:.5 4„ Ar•ne Pw.,r}.y,•s NoNs JJSHA &Wdt ar^e Nrrogpn itardafrl nx HN H6V lyd H CV • K 115I-Ir.mar C Mravf,S r IG me ule5 BENEFITS • -I.s,r•recls -ears and •yei f,_as -or Irxra : rlac+ a„ maces ^ •xt aCcr ci•.•rq sfep %I 7 V1un[e5 Du ga1w •lika;w-cori'uLdry •1M•.r IRWS 1rA .*."U4';?5 'd•4"aws w nr3 eawfa wlaC@S Sfrep, q freyr • iaf-4Lze4 r*o Iwo =omact SIR1aces r 1 �•w•le' SPECIFICATION DATA Ji�Wn,r or+ H i[f 3rC4 1, 1:1,11 d .1•1 ..75 i1.1d.,ly Sre'I s -1 C,735 F 3raa•,rr �r?edk•-rd,v _Pa Regrstr H'r FIWr•bpr EFFICACY DATA '^ s INaeL�I • nz sra Iq,orv'rq ➢actlna 1'i ��•,..Ies :l 3+rr pe• ga�• .if .v:een r.'IG ppm 1CI1YeI INN ]°. SOS' •]r did '-W OUCA.S SurhG-M a.'•r%esLv, e'fe'r aynfdr ., uodo ow to vNr ,!w" l �•MrilY4Jadc7Pr 2rt+b Cervr*aWjor, ,r alrvrxrvayrnes Ernrea errc,' xroyar%s Enrarcrrx::.s iaccLVis Esim-, c ,a zob 0 r 11 HS Escr po kd N*11,7 H' EP1,11 C.N:. uLA ,3 ' m,r, `iar:w kvc n Res 9,Irl 1VFI: 1 EA 0frirrd :0 hi-e0;,er4 One"• +r+ 41a AAeaSrarld Cnew,�v 4.x . Pic M , po'F1 M1e1 N" �)or• -e Iaon ct 1.1 wlafraw),MC 10005_17I L liwa • v,,x%vwer%Is PS21,dw-v"m W40-o'zo 5APX,",La_f+rrfca 31if^kv-,mj it- vnfrrd+frr &*-crop fy[M'r S7YIJvu ]Yse-ler'ae sfac vq.%C:Ziuy ji,2 S samNoccco's .YrM,S CA MRSA, Camr•,wIiv AssresRed Mefl•1Snhn Flowslarl Static"v :1Ki.3 j t, L s • VISA; i r.r 1r•ter-e,1-3!e Res'som Straafcca-c— A26,J1 bt fn's vomicl + •'S re IFAc eq) ,4..Ses r I., rr•Ies 11 2 •)1 per • ,War• •d , 1 - • A, "I" Inr' ,Y'7l a -'*, - r•i I.W1i-1-j- ,, --, Hep]rA 5 3 'r r 45 ,HBV I HPMMpl . 1: 1 r A • HCV , 1' MO$ S1r,p1e r ••rry• I I ir•'. M-}f.r, �r gyp$.•• '�li.` 1+, Irr•Nn:7 AI 3rary L IF'LlialaS 3 In1 W 5, • KMa HIV. MW and HCY on pro-cim hard, flan imroua slrfacaal obleeea prwkmaily sn8ed with bkxml%ody eWft r ^eallr :are ;ea , gs x , if, Ly aeftwgs ^ w _r n•w+ s v 2.arr'1e0 •:eIj%o-d. 1 snrrc•y ll '31d ^r ' 0-14r,r,5 L.1r$r 23.061ert5 N [r 13NXO .N OCAV l•1,1pg 3n4 I, :.r•[•' rre g;•r lac^S a&• cts ,F C'v Io De Sn•led mtW 0[w14 if bra, I,ot%:3•• De ass,x sled r ,tr ,re o "4aI l,x If -• .H H•,r•d� hr,r•„rUEe -Q erc r V, r,s -lpe 1 ,Hrr I , ,1w.c. Mr d h.r RIGS' Hepal c3 va s I H94i I jr el Heuar rrs r r•r•S • HC11, rr,S OWXJL CI ..II§ Ire Sn,IOW-g .•r,sey f f0 ^'^saes Ji 3•>r per ;al4r ]t ralet and S3v 1-34 ._r n wd ^g .Wr.x,y S. ac@8 (;ar•re P-jno •r •.$•'• CRr/1 hb^.1e a, ys.11?Are- PIm-p,v d, P+reee P3PxN-f$.•• ... Ir1'11r_alpS real ! }iiJ.nr' N'1 '� fJef a,yp:r ,1 va[PJ 5 fg[luiryd IGf Ir� ;t3f^ 1^ i p7Clu •'Pg Ire N,gpV^•rJ I'd'! I UI ",r,.leS Al ! ❑. j7" ORDERING INFORMATION Hart r71)0pw, actrw11rd5•. % 4 , lr-ala •v7r l>7n•], a,nlatss �t•v tlrlytCk' mC'ri•7r,rrCnrfdc - ,�_ Tn.s pMA Ct ♦ jr Vdecl,Le :re. ;trp :ar,1 eel , 1 1. Lie 4t ? 'u per ` .I 1 ga'rl' •71 Haler ,'r0 dtl,•fl:li'rl :,, ienl .,r• •drtl "d'p7Fh.5 'wd[ef, es 7�laL'rl roar, wl ."e �s Nvasreo Cre,.rn fear •^'s txwucl =(ir, KUls 1rB 10. 10 Inq -10 a ar 2 ]: a01 'lauuf• N .ra I& i Ijll pp•`� 1C[r'+4, 1 •d A'. �,. T- lam '•)r ")..s s,l}dces kv .p 10 r -mv1 d.il^rr•�rrr,,� "ar, ADDITIONAL RESOURCES .1' 1^e 7R :Qde lr' 4CL•SS rrK 1Rr7]I N:1 C idt-31- rlrx^al,ry 1rYi io: �C,'lal'rx• iA .r" 1 Rer rrEMOWMW Md YId11eMW ME& of. 1 I J bl• .. - r••. .. n , . r r n , I M r • • . • n r , r.. jl. rr,/• ; • 'Mw • 1 k W . r. -.. r.ee' a, r..p n•.1., .... . • f-, ...rx11r•r, - , y_.1 it .,t , ' r IF.. Y• , r' Y 1• ...,. .r W 1^,W-j 11 r.,:. ,bLFM t'. . MA., ,_ .I- ]:,.r,.r n r . r 3�a va+1 •sE xr,-•• 'n...Y'nT r.rr.a• o, IIr1. �. 1n. ,'. •' r A a ., :,A, . I . .11 .i r .. 1 . . SAFETY DATA SHEET rDiveersey Virex® Plus One -Step Disinfectant Cleaner & Deodorant Rertsiom 2(720409 q4 Product name: Vrrex9 Ptus One -Step Disrnfectaint Cleaner d Deodorant Product Code: 100842024 101102925 101102926 SDS t- MSM 1078 Recommended use. Dtsrnleclary This praduCI is intended fo pe diklted prior IQ use Induslrlal/I n s 111 uuonal Uses advised against- lists oWel loan hose Idenlrfied fire not ;ecormmenoed Manufacturer, importer, supplier: ;anadran Headquarters US Headquarters CHversey Canada. Inc piversey Inc. 5150 Kennedy Road Unit 3 1300 Ahura Rd . Side 125 Mississauga. Ontario L5T 2.H Fort Mill SC 29708 Phone 1.800X68-7171 Phone 1-8 8 2.2249 SOS Internet Address hhps d5ds diversey r4m Emergency toloprione number 1$OD-851-7145 1-651 9%7 5t33 iW) 2. HAZARDS IDENTIFICATION Classification for the undiluted product - - Ande oral 1pxscity Category A Skin mrrosiorJ01abon Category I Serious eye danrageleye irritation Category 1 Speofic targel organ toxicity {repea(ed Category 2 exposure) Flamxneb&V Flammable Lquids Category a Metal Corrosion Category I 000 Signal ward; ganger Version :la Hazard Siaterngnts COMBUSTIBLE L14UILL CAUSES SEVERE SKIN BURNS AND SERIOUS EYE DAMAGE. HARMFUL IF SWALLOWED. MAY CAUSE DAMAGE TO ORGANS THROUGH PROLONGED OR REPEATED EXPOSURE MAY BE CORROSIVE TO METALS. Prricautlonary Statements 'pauses bums/ senotis damage to niculh throal and stoma& Keep away from games and hot tun aces No srnt?k IN Keep Conlairter Iigntty posed Keep only v Onginai cool ainer Avoid contact with eyes skin and dothmg Wash affected areas rFiuroughly after han&ng Cc not eat drink of smoke when "ng [his product Wear protective glGves prolearve Goftung and eye or lace prolmlion. IF SWALLOWED Rinse rnpuln DO NOT nduce vorniSmg unless directed to do so by medical personnel Cnnk a cupful oI rn ilk or wraler IF ON SKIM (or ham Fake off rnmediately all �nlarrunalr?q ocithrng Rinse Won Nnlri water for at least 15 nunutes Wash cuntairnw aced r• hing tlefore reuse IF INHALED Remove person to hest) air and keep cumkxtante for prealhwng IF IN EYES Rinse cautiously with water for several roinutes Remove conlad lenses if present and sasy to do Continue rising for at beast 15 minutes mmedately r_a11 a Parson Cenler ( I.8W-851.7145) or phys c3an Get medical atlentian or xW" If you feet unvoM Ahsorta spllage to prevent material damage Store in a weMwenutated place Keep cool Store v+ cam sive-resrstam _ontatner with a resistant inner one Dispose of in accordance wile a tegeral. state and local applicaole reguialions SUPPLEMENTAL INFORMA TI0N DO NOT MIX WITH AM MONO- 5LEACm OR OTHER CHLORINATED COMPO UNDS Mlt onty with water Can react tc release Vlrexm Plus One-S*p Disinhicridt 1 of 6 Cleaner d Deodorant rtalardous gases May ngofously reacl with strong 31kalrf`E•' products fezWting in spattering and `!xress,ve heal M NOT MIX W1TH BLEACH OR ANY OTHER PRODUCT OR CHEMICAL Can react to release crknne gas Heauh iuzares nee aehalWlg! crassifwd lHHNOCJ . Not appkcabie P hys iral hazards not iAhorwise clansiTted PHA HpCj__- Not appfuc3ble Cksasftnfnon kwthe ck d r�oduct ® 1 128 rigs pnodtrcr, when &kAed as staled on the tabei, is not dazoied as harafdaus acmrdln9 to OSHA 29CFR 1910.1200 {htazCom 2012-GHSj and rom an Hazxdous Products RegLAMLOss (HPR) fVVHMIS 2015-GHSi- None required 3. COMPOSITIONANFORIiltATION ON INGREDIENTS 4. FIRST Ain MEASURES Undiluted Product: Eyes. if IN EYES Rinse raubousiv wTv+ water for Several m,nules Re nrnre contact lense& if prosent and easy to do Continue rinsing for at ease 15 rnimAes Skin: IF ON SKIN (or hair) Take aIf irmne0tatefy all rontamirated dothing Rinse skin yoth water Ion at least 15 rrtinufas Inhatatdon: IF tNHALEID Remove person to fresh air and keep camlortable for Veal" In2ftg p IF J' WAL,LDV*-D kme mouth DO NOT induce vi"hng unless d+secled to do so oy medu:al Deft I'lei onnk a cupful cf milk or water lids! lrrypOt tint $v mplpm;lEtfeCt_S- _NO rr4orTnabon av3lia71e inrmediaa metrical adensfon and special trratrnertt headed Not applicable Diglitf3rd Pit dzud.; gyvw Rirm wiit5 pkrky of water SUm No speActisst ad measures are regtared infsalrtINCIL-Nlu> fkst aae measures are nx0ired taoeseore 1F SWALL011AED Cal[ a PoEson Center [1.800-851-7145) or doCt0r1phy5'CW d yvu fee! unwPJ S. FIRE-FIGFiTING MEASURES Specific methods' No sper3al methods required Suttsbia extiriguisnoig media: Use dry dtenVcal Cat water spray Of 'alcohol" foam Specific hazards. Allnougel ints product has a flash point Delow 200 Q--9 F it is an aqueous Wuhan cor>tarrnrg an alcohol and does not SL:Sta rn 0MTt]u5111011 Nore know" Corr Qsrve matenat {See Sections B and 401 5pectar prctactive equipment for firefightcm: AS in any hre .war sell -contained tYPaining apparall us ofessure-demand NSHAiNIOSH .,aFptoved or equivalent) ar+d fur protectrve gear Extmguishing rneCia which must not be used far safety Masons: No tnirxmauon available s. ACCIDENTAL RELEASE MEASURES Personal precaulons; Put on appropriate personar pratectrve equipment Isee Section B i Envitotunentai precautions Clean -tip methods large Spillage Malenal is toxic to fish Oo not archarge into takas streams ponds and clean-up methods- or pL bhc water unless in acedrdance with an NPDES perml Prevent Pr oduCI from Cale ring drains Water runoff ran cause environmental damage Soak up mtn men absorbent maienai Svreeo uP and V in)xb Plus On"tep Disinfaftciant Cleaner a Deodorant 2 of 6 shovel into suitable CplNamers for disposal Use a ester rinse for final Ctearwp 7. HANDLING AND STORAGE Handling: Mix only ruin ware+ 00 NOT WIX WITH AMMONIA, BLEACH OR O R-IER CHLORINATED COMPOUNDS May vgcirousiy react wr+h strong alkaline products resutling Ln spadenng and excessive real Can react to release hazardous gases COMBUS nBLE LIOU10 Keep away tram treat, hol surfaces. sparks. open Raines and other ignition sources No rmaking Keep container NrIty dosed Groundl6of'd container drd (ecaving equipment. Use explMon-proof 4ectrical venlsialn[] or kgri" aqulprnenf Use only non -sparking tools Take precautionary measures a gaknst static 64"rge Avoid cunt aci wth skin- eyes and do lNirg WVasn thoroughly after nandling Oa not taste or swallow Prod Litt re wale may remain orvrn e-npty Contaalers Ali precautions nor handlmg the product must be used ,n handling the empty aonlainer and residue. Avoid erealhng vapors, or mrS15. Use Of ly tooth adEg4ale venitrLation Remove and WaSh Goniaminaled doshrng and footwear before re, use Arkwb spillage to prevent material damage DO NOT MtX WITH SLEACH t]R ANY OTHER PROD tjC7 OR CHEMICAL Can react: IU release Chi[-nne gas FOR COMIMERCL4t AND INDUSTRIAL USE ONLY Sdu'ape: Start in a weii-venldaled place Keep cool Slone locked up Store in cnnoseve•nesrslanl container nnth a re5*tant inner nner Aeroaol Level lif applicable) - NoT appticabie S. EXPOSURE CONTROLS 1 PERSONAL PROTECTION Exposure Guidelines; In redien s) CAS s ACGIH OSHA Ethyl alcohol $4-t7 5 1GDO porn iSTE) IOW ppm (TWA) 19DO rN (TWA) Sad` m hvdrtixide 13fat3 F m (Cef 2 rrigilmd ITWA1 Undiluted Product Engineering nreaSurios to reduce exposure: :good general qentilairon snouid be stiMceni to control arrwrtle levels Respuaiory prolerton is not required if good venfilalton is mamtalned Personal Pr(X2ctrve EOulpmant Eye protection: [;hemr[aI-splash goggles Hand pratsictiow Cherriicai•reseslanl gloves Skin and body protection: Psalective footwear Wear SWtable projective ctotntrg Respiratory protection: In case Of insufficient ventdalion wear surtabie respiratory equipment A respiratory prerecLon program Ina( meets OSHA's 29 CFR 1910 134 and ANSI 288 2 requinameris must ee foilpwed whenever workplace condilions warrant a respirator's use Hygiene measures- Handle in accordance with good irldusinal hygiene and safety practice Diluted Product Enghreeiing measures to reduce exposure. Caod general m-kWtotn shOLAd be sufficenl to conlrN alrtwme levels Personal Prolgctivq EcLuSmont Eye protection: No personal txotedrve epupmeni required ruder normal use CDRdil*ns Hand protaction: No personal protective equtpfrrenl required under normal use conditions Skin and body protection No personal prDledhre equipment required under normal use Condrtions Respiratory protection: No personal prdeclrve equipmens required under- normal use conddrpns Hygiene measures: Handle in accordance with good industrial riygene and safety practice 9. PW(SICAL AND CHEMICAL PROPERTIES Physical State: Liquid Evaporation Rate: No nformaban available Odor theeshokt No Information available Notting poirUrange Not miermirted Autoignition temperature: No informallon availaule Saiublifry In outer solvents: No information available Densrty Specific gravity: t 015 KgrL Salk denSrty: No infdrnarron available Flesh point l'Fl. 142 -F - 91 'r Vacasity: -n No nformalion available YOC 43 `14' Flammability i5olid or Gast: Nnr applicable Sustained combustion: No Explosion limits: - upper: Not determined - lower. Not determined Color Hazy Blue Odor. Suiractanl Soiling pointlrange: Not determined Oecomposftion temperature: Not deremirned Solubility: Coinpieteiy Soluble Relative Density (relative to water)i: 1 0 5 Vapor density: No mlorrnalion available Vapor pressure: No mformalion available Partition eoefficleni (n-octanbilvirater): No mlormalian available Elemental Phosphorus: 0 00 % ny w1 PH: r 12 75 Corrosion to metals: Meta; cormsve Virer-D Ptus One -Step Disinfectant Cleaner 3 Deodorant 3 of 5 D&Ailon PH- 10 DiYAiori FLWh Poad Mz > 200 'F - 93.3 'C VOC % b/ wL at u%e d"ikAion- 003 % T,(le i 7 Cali+orrwa Code of Regusaiiorrs Oivmron 3 Cr+apser I Subcnapler 6 5 Anic:e 2 Consumer Products Sections 94508 10. STANUT'Y AND REACTIVITY Reactivity: Not Aflplscabie Stability The product is stable Possibility of rrazarnous reacnanS7 May vigorously read with str9ng alkaline products resulimg in spatienrg and excessN9 neat Hazardous decomposition products: None reasonably foreseeable Watenats to avoid: Ammoria Da not mix wrth chlorinated products tsuch as bleach) ❑o nol rrux with any other produce or dlernical caress specified in the use directions 0xidVIT19 agents Armoric Surfad3nl Conditions to avoid: No inkx nation avariabie 11. TOXICOLOGICAL INFORMATION Information on flkely routes of exposure: Skin contact Inhalation Ingestion Eye contact ❑eLaved, immediate or chronic effects and s m ptoms from short and 4on -term e xp osure Skin contact Corrosive Causes severe hums Symptoms may include hums blisters. redness and pain (st"ch may he delayed y Eye contact: Corrosive Causes sencus eye damage Symptoms may include pain burning sensation redness. watenng blurred vision or loss of vrs+an Ingestion. Causes burns/ senous damage to mouth throat and stornacn Symptoms may include stomach pain and nausea Harmful if swallowed Symptoms may include vomiting. nausea, arldlor feeling of general unweilress Inhalation: May cause imtahon and corrosive effects to nose throat and respiratory tract Symptoms may Include coughing and difficulty breathing Sensitisation: No known effects Target Organs (SE}: None known Target Organs (RE)- No information availadle Carcinogen Listings: Ethyl alcohol is only classified as an IARC t carcinogen and California Prop 55 chemical wren it is meant for rgestton rn alcoholic beverages We do not produce alcoholic beverages therefore it is not considered a carcinogen in our products In rlydiQnt s CAS a NTP I tARC OSHA Et" altar d 64-17 6 I NumrriCal measures of toxicity ATE - Oral (mgfltg):� 1 IGO ATE - Dermal (mg/kg): ,500C ATE - Inhalatory, mists (mglll: >'!, 12. ECOLOGICAL INFORMATION £cotoxici : No inforrnairon arrarlabe Persistance and Degradability: No information ayaaame Sioaccumufation: No information availaole 13- DISPOSAL CONSIDERATIONS Do not contaminate xaler food or feed by storage :r 2*nosai VIre xV Plus One -Step Disinfectant Cleaner & Decdoran t 4 of 5 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 of 1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity tiling farm, and the city, state and country of the business entity's place of business. 2024-1108810 PureService Corporation SOUTHLAKE, TX United States Date Filed: 01/04/2024 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Southlake, Texas Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. RPP210008 Parks Janitorial Services 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling I Intermediary 5 Check only if there is No Interested Party. x 6 UNSWORN DECLARATION My name is Pam Farnsworth and my date of birth is 08 March 1957 My address is 17160 Seaman Drive Choctaw OK 73020 USA (street) (city) (state) (zip code) icountryl I declare under penalty of perjury that the foregoing is true and correct. Executed in Oklahoma county, State of Oklahoma on the 4th day of ,January , 2o24 (month) (year) Signature of authorized agent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission www.et1)ics.state.tx.us Version V3.5.Lflb8c3f1 CITY OF SOUTH LAKE FY 2024 PURCHASING AUTHORIZATION FORM Date: 1 /4124 Department: Community Services Request Type: New Contract Contract Renewal ■ Spend Authorization Description Of Request: Contract renewal and spend authorization for Park Janitorial Services with PureService Corporation. This is the third available renewal of the contract and was included as part of Resolution 23-022 approved by City Council September 19, 2023. This completed checklist and required materials must be included with your request for City Manager Approval to be considered. If materials are determined to be inadequate, they will not be accepted and will be returned to the submitting department. Yes NoNA Item ❑ El ❑ Requested item included on Attachment A approved September 19, 2023, as part of Resolution 23-022 ❑ ❑ All bidding requirements have been met and required documentation included (i.e., RFP, RFB, RFC documents, Sale Source Letter, Cooperative Summary, Exemption Memo, etc.) r Description matches information found in backup documents (e.g„ contract amounts, budget information, etc.) ❑ ❑ j Legal Review Completed I ❑ ❑ The attached materials demonstrate how proposed expenditures are within budget, or clearly justify the variance and the Finance department has been consulted ❑Lo Form 1295 Required (Form Will Be Requested By Finance) Department Director TI M S LI FKA- Purchasing Manager City Manager 1.:%BudgeiIPur�.hasmg Mahorixation CITY OF USOUTHLAKE MEMORANDUM January 4, 2024 To: Shang Yelverton, City Manager From: David Miller, Direstor Community Services Tim Slifka, Purchasing Manager Subject: Contract Renewal and Spend Authorization for Parks Janitorial Services with PureService Corporation. Action Requested: Approve contract renewal and annual spend for parks janitorial services with PureService Corporation in an amount not to exceed $100, 000. Background Information: In March 2021 City Council approved the contract for Parks janitorial services. This is the third available renewal of the contract. The vendor has requested a 3% increase in contract rates which is allowed per original contract documents. In FY 2023, Southlake spent $55,608 on Parks janitorial services. This renewal and spending authorization was approved as part of Resolution # 2023- 022 approved by City Council September 19, 2023, Financial Considerations: Purchasing requirements are met through the Request for Proposal process. Funding for this expenditures is budgeted in the FY 2024 Department Budgets. Staff Contact: David Miller, Director Community Services Tim Slifka, Purchasing Manager Page 1 of 'I RESOLUTION NO.23-022 A RESOLUTION OF THE CITY OF SOUTHLAKE, TEXAS, AUTHORIZING PURCHASES FOR THE 2024 FISCAL YEAR AND AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO ENTER INTO CONTRACTS NECESSARY TO EFFECTUATE SAID PURCHASES; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Southlake, Texas {"City"), is a home rule municipality acting under its charter adopted by the electorate pursuant to Article M, Section 5 of the Texas Constitution and Chapter 9 of the Local Government Code; and WHEREAS, it is necessary for the City to make purchases of supplies, equipment, materials, and other things requisite for public purposes; and WHEREAS, Section 2-20 of the City's Code of Ordinances authorizes the City Manager, or her designee, to make purchases of all supplies, apparatus, equipment, materials, and other things requisite for public purposes for the City and to make ail necessary contracts for work or labor to he done, material or other necessary things to be furnished for the benefit of the City where the amount of the expenditure for any purpose or contract does not exceed $50,000; and WHEREAS, Section 2-20 of the City's Code of Ordinances further gives the City Council the exclusive power and responsibility to make all other purchases over the amount of $50,000; and WHEREAS, in order to obtain the best purchase price available, the City has entered into cooperative purchasing agreements with other governmental entities; and WHEREAS, in order to procure items available from cooperative purchasing agreements in a timely manner, it is deemed in the best interest of the City to now authorize purchases for the 2024 Fiscal Year delineated in Exhibit A, provided such purchases are within previously budgeted amounts; comply with competitive bidding requirements, as necessary; and comply with the City purchasing policy; and WHEREAS, the City Council authorizes the City Manager, or her designee, to enter into contracts necessary to effectuate said purchases. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, THAT: SECTION I. The City Council of the City of Southlake authorizes and approves the purchases listed for Fiscal Year 2024 on Attachment A. provided that such purchases are within previously budgeted amounts, comply with competitive requirements, as necessary, and comply with the City's purchasing policy. SECTION 2. The City Manager, or her designee, is authorized to enter into contracts necessary to effectuate the purchases listed on Attachment A. SECTION 3. This Resolution shall be effective immediately upon its adoption and approval. PASSED AND APPROVED ON THIS THE at DAY OF SEPTEMBER. 2023, `��Eti 7Er� zr. Amy "IV, , City Seeaiy rN f��!!l11111►�� ]a1 011 tin a�' ar Department Action Requested Item Purpose Vendor Total Cost Fund _ 001 GENERAL Strategic Link 02 Coilabofaling wins select Community Service Approve a contract renewal for perks janitorial Janitorial services for park restrooms and even porter Mentions, PuraSMrvice Corporation S100,000.00 r.ervlcas with Pure 5mice Corporation In an 106 SPDC patners to imptemant service amount riot to exceed S1 DD,000. 115 CEDC 5010ons. F2 Investng 10 p,owde 6 malrtial n rog h-quality publ Ic assets. Community Service Approve the purchase of landscape and Landscape and irrigation supplies. T SilemOne Landscape Supply S125,000.011 001 GENERAL F2 lnvestng t0 pmvkfe A imgahon supplies from SII@One Landscape 106 SPDC maintain High-qualltypublic Supply In on aoounl net IO exceed E125,000. aseels. L1 Defining and managing a professional workplace rullura [tat supporls City valuer. and promotes a pashlve employes a anence. Community Service Authorize the purchase and maintenance of The purpose of this request Is to oulhofae the purchase and maintenance of Sunbelt Pools $212.00.00 106 SPDC F 1 Safeguarding the puldic lru51 aquatic equipment for Chemplons C14h and replacement aquatic equiprrHsnl for Chomptons Club as identdled in the The Main 116 CEDC through a commitment to splash pads from Simbell Pools In an anlnow Asset Replacernent Plan and service contracts far splash fads. thoughtful planning and nal to exceed 5212,000 responsible, eonservalive financial management. F2 Investing to provide 3 matlltsin high -quality public Fainting forlandscape Services rs included ennuaeywelhin the Citycouncil adopted Yellowstone Landscape assets. Community SenAca fwthonxe expenditures Inc landscape services S1,737,000,00 Tot GENERAL F1 Safeguarding the public trust vath Yallumlona Landscape Services, Inc. for General Fund, SPDC, TIRZ, and CI budgels. Fof FY 2022, Invoices for O'donneld's Services. Inc. 105 TIFlrIRZ through a commitment to an amount not to exceed the approved funding :-andscape Servlcas totaled $1,737,000. Fy 2023 expenditures for contract landscape 106 SPDC Ihoughllut planning and for wrilraet landscape services. se wises vnll not ones the funds allocated wlmtn the F-Y 2023 budget. 200 CAPITAL PROJECTS responsible, cOnservanve FUND financial management. F2 investing 1e provide G maintain higrl-quality public assets. Community Service AuOsonze offering personal training Services Champions Club currently provides personel training and group fitness sorwces Yvonne Slider $60,000.00 115 CEDC B2 Collaboraling with select from Yvonne Slider In an arrwutil not to exceed through contracted instructors The purpose Of ants request is to approve the cast for the Partners 11) hop w"ou service swo00, contracted Instructor In order to continue to meet member demand for tnesa senaeas, wlullons. Economic Approve annual expanditurea for holiday lighting The purpose of this Item is w approve annual expenditures in an amount of a253.000 Clinstrim by Zonhn 5253,u00A0 101 HOT (HOTEL TAXI C 1 Delivering outstanding Development In Southlake Town Square, DIPS Headquarters for holiday Ilghling at Southiake Tow1 Square, ❑PS Headquarlan and The Marq. 115 CEDC customer experiences IhrOugn and The Marq for an amount not to exceed Approximately 5132.000Is reimbursed annually by Kilo Reahy of the S253,000 spent innovation, passion, and a strong $253,DD0. by the City for their buildings located wrth0 South take Torus Square. The FY 2024 cullure_ Appmve a contract renewal Wilk Marquee Event contract marks the Kral year of a 3-year rom fact Rath Chnsunae by Zensh, The purpose of this Item is to seek City Council approval of a WVW renewal wflh Economic Marquee Event Group, Inc, $55.000,00 001 GENERAL B2 Collaboraling with select Development Group, Inc„ for Indoor and Outdoor Event Marquee Event Group, Inc. This is the third renewal For this contract. The vendor Will 101 HOT (HOTEL TAX) partners l0 Implement service Equipment Rental and RSlated Services. In an also be seeking increase to cefltracr rates as allows¢ during the renewal process, 115 CEDC sotusohs. amount not to exceed $55,000 Funding for this contract is provided througls the General Fund, Hotel Occupancy Tax, and the Community Enhancement & Development Corporation in an amount that will not exceed S55,000. Economic Approve annual services agreement for &%%gum _ The purpose of this Item is to seek City Councg approval of a contract rahsvat Wlh Medium Gland 550,000.00 HOT (HOTEL TAX) E12 Collaborahng with select Development Giant, a lull -service creative comparry that helps Medium Glanl, a full -service creallve Company that provides marketing and advertstng 1101 partners to inrptemeni service manage and implement marketing iniliaf ives for support for Vtslt Southlake, the City's Tourism division, solutions. Vlsd Suuihiake Contract amendment #1 — Southlake Pickleball Complex CITY OF SOUTHLAKE 0 February 13, 2024 PureService Corporation PO Box 92909 Southlake, Texas 76092 Subject: Contract Amendment # 1 for Parks Janitorial Services RFP2101 B540JC210008 Dear Ms. Pam Farnsworth: The City of S.outhlake's contract for Parks Janitorial Services RFP2101 B540JC210008 requests the following: I. Addition of janitorial services for Southlake Pickleball Facility per the following specifications: a. Daily Services to include but not limited to: Small restroom cleaning, litter pickup, trash bag removal, minor office cleaning. b. Special Services to include Special Events/Tournaments c. Service schedule is estimated and the City does not guarantee a minimum or maximum amount of services to be performed. 2. Weekday services (M-F) at a cost of forty dollars ($40.00) per service. Schedule to be determined and may vary. 3. Weekend services (S/S) completed twice per day at a cost of fifty dollars (S50.00) per service, ($100.00 per day). This is an anticipated requirement and may increase or decrease based on City needs. 4. Porter Services: a. Per current contract rates and terms. 5. No other changes are requested all other terms and conditions of original contract are unchanged. Sharen Jacks Chief Financial Officer, City of Southlake By signing this amendment, vendor is acknowledging and agreeing to the additions made to the terms and conditions as stated in the existing contract. Vendor must acknowledge receipt of this amendment by signing and returning one signed amendment to: City of Southlake Finance Department 1400 Main Street Suite 420 Southlake, Texas 76092 Attention Tim Slifka or via email to tslifka@ci.southlake.tx.us. Signed: Title: Dated: Please call 817-748-8312 with any questions. Sincere1�— Tim SI Purchasing Manager COO, CPPB tslifka(,ci.south lake.tx.us Printed Name: Company Name: Item 4B ICITY OF SOUTHLAKE To: From: MEMORANDUM November 01, 2024 Southlake Parks Development Corporation David Miller, Director of Community Services Subject: Recommendation on SPDC funding for landscape and irrigation supplies from SiteOne Landscape Supply in an amount not to exceed $60,000 Action Requested: Recommend approval of SPDC funding for landscape and irrigation supplies from Site One Landscape Supply in an amount not to exceed $60,000 Background Information: The purpose of this item is for the SPDC to consider a recommendation on SPDC funding for landscape and irrigation supplies from Site One Landscape Supply in an amount not to exceed $60,000. The Community Services Park Division purchases landscape and irrigation supplies to maintain the City's parks and open spaces. Annual purchases include herbicides, pesticides, chemicals, fertilizers, mulch, plants, pre -emergent, irrigation controllers, and other irrigation parts. The Parks Division also use SiteOne for irrigation and sports courts/field maintenance of SPDC-funded parks. On September 17, 2024, the City Council approved funding for landscape and irrigation supplies form SiteOne as part of the funding authorization process in the amount of $70,000. Staff is now asking SPDC to approve the SPDC portion of that funding. SiteOne is a BuyBoard contractor and meets the State bidding requirements by utilizing the BuyBoard cooperative purchasing group contract. BuyBoard contracts are awarded using "best value" method to grant contracts under the competitive bid method. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork SPDC Meeting Date — November 05, 2024 Page 2 of 2 The annual purchases of landscape and irrigation supplies from SiteOne exceed $50,000; therefore, approval by the Southlake Parks Development Corporation and City Council is required. Financial Consideration: Funding for the purchase of landscape and irrigation supplies is included annually within the City Council adopted budget. For FY2025, city-wide expenditures with Site One Landscape Supply are budgeted at $70,000. FY2025 expenditures with Site One Landscape Supply for landscape and irrigation supplies related to SPDC funded parks will not exceed the $60,000 approved in the adopted FY2025 SPDC operating budget. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Performance Management & Service Delivery and meets the corporate objectives to collaborate with select partners to implement service solutions and invest to provide and maintain high -quality public assets. Citizen Input/ Board Review: SPDC Recommendation November 05, 2024 Legal Review: The contract is a standard form of agreement previously reviewed by the City Attorney Alternatives: Alternatives may include: Supporting Documents: • SPDC approve as presented • SPDC approve with input as desired • SPDC decision not to approve • BuyBoard Contract Info • BuyBoard SiteOne Landscape Supply Contract Summary Staff Recommendation: Recommendation on SPDC funding for landscape and irrigation supplies from SiteOne Landscape Supply in an amount not to exceed $60,000 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Buyboard Contract Information R rtr Phone: 800.695.2919 Email:info@buyboard.com AropAemlfra Punhasing Welcome Dianne [ Log Off ] Administration RFQ Reports Shopping Cart I Help Search Results Searches: Show 25 v results Narrow Results: Search by Vendor Vendor Description Pricing Sheet Price city Add to Cart Browse Contracts SiteOne 10% Discount OH SiteOne pricelist for Specialty Soils for Athletic Fields, Play Surfaces, or Park Surfaces. N/A $0.00 0 Ada Landscace SUDDIV Line Item 26 Show Details Search: SiteOne 10% Discount Off SiteOne pricelist for Landscape and Turf Care Attachments. Line Item 13 N/A $0.00 EJ Add Landscape Show Details O All SuD.1 O Vendor Discounts Only SiteOne Landscape 10% Discount Off SiteOne pricelist for Landscape and TurfCare Attachments. Line Item 13 N/A $0.00 Add Show Details O Catalog Pricing Only SUODIv SiteOne 10% Discount Off SiteOne pricelist for Hand Held Grounds Maintenance Equipment, Supplies, and N/A $0.00 Add Refine Your Search: Landscape Accessories. Line Item 12 snow Details S Doly Vendors SiteOne 10% Discount Off SiteOne pricelist for Hand Held Grounds Maintenance Equipment, Supplies, and N/A $0.00 Add SiteOne Landscape Supply[X] Landsca Accessories. Line Item 12 ShDetails aw Price Rance SUDDIy Show all prices SiteOne 10% Discount Off SiteOne pricelist for Ground Maintenance Equipment Repair Parts. Line Item 20 N/A $0.00 Add Cam LandscapeShow Detells None Selected SUDDIV Contract SiteOne 10% Discount Off SiteOne pricelist for Field and Turf Fertilizer, Conditioners, Dressings and Chemicals. Line N/A $0.00 Ad9 None selected Landscape Item 24 Show Details SUDDIV SlteOrm 10% Discount Off SitsOne pricelist for All Types of Landscape Accent Products (metal, plastic, steel, wood N/A $0.00 F-1 60 Landscape SUDDIV and other related items). Line Item 27 Show Details SiteOne 10% Discount Off SiteOne pricelist for All Types of Irrigation Bunker Pumps, Equipment and Supplies. Line N/A $0.00 O Landscace SUDDIV Item 37 etAda Show Dails Additional Resources SiteOne -Candace" 10% Discount Off SiteOne pricelist for All Types of Aerating Fountain Products, Equipment and Lighting N/A $0.00 EJ Add SuoDly (residential, commercial and industrial). Line Item 36 Show Details SiteOne 10% Discount Off SiteOne pricelist for All Other Types of Grounds Maintenance Equipment, Supplies and N/A $0.00 n Add Landscape Accessories. Line Item 19 Show Details S Doly SiteOne 10% Discount Off SiteOne pricelist for All Other Types of Grounds Maintenance Equipment, Supplies and N/A $0.00 Add Landscape Accessories. Line Item 19 Show Details S poly SiteOne 10% Discount Off SiteOne pricelist for All Other Types of Fertilizer and Grounds Chemicals. Line Item 28 N/A $0.00 E-1 Add Landscape aw ShDataes DDV SiteOne 10% Discount Off SiteOne pricelist for All Other Types of Fertilizer and Grounds Chemicals. Line Item 28 N/A $0.00 O Add Landscape Show Details SUDDIV SiteOne 10% Discount Off Kichler pricelist for Outdoor Lighting Repair Parts. Line Item 45 N/A $0.00 Ad9 Landsca hftps://www.siteone.com/lighting/c/shll Show Details SUDDIV SlleOne 10% Discount Off FXLuminaim pricelist for Outdoor Lighting Repair Parts. Line Item 45 N/A $0.00 Anp Landscape SUDDIV hftps://www.altoone.com/lighting/e/ahl1 Show Details SiteOne 10% Discount Off Calsense pricelist for Residential/Commercial Irrigation Controllers (solid state, light N/A $0.00 EJ Add Landscape SUDDIV commercial application, 12 to 60 station capability and related items). Line Item 29 Show Details SiteOne 10% Discount Off Calsense pricelist for Large Commercial/Central Controllers (solid state or digital, N/A $0.00 F-1 Add Landscape computer driven, software to manage water distribution, central location to command field satellites, hard Show Details Supply wired or wireless signal comma Line Item 32 SiteOne 10% Discount Off Calsense pricelist for Large Commercial Field Satellites (controls water distribution N/A $0.00 F-1 Add Landscape (sprinkler heads); stand alone or controlled by a central computer/controller, solid stale; receives command Show Details SUD.1 signals either hard wire or Line Item 33 SiteOne 10% Discount Off Ames pricelist for Hand Held Grounds Maintenance Equipment, Supplies, and N/A $0.00 EJ Add Landscape Accessories. Line Item 12 Snow Datans S poly SiteOne 0% Discount Off Toumsol Siteworks pricelist for All Other Types of Grounds Maintenance Equipment, N/A $0.00 EJ Add Landscap Supplies and Accessories. Line Item 19 ow snDataes DD V SiteOne 0 % Discount Off SiteOne prcleist for Hydroseeding Equipment, Supplies, and Accessories. Line Item 17 N/A $0.00 Add Landscape Show Details SUDDIV SiteOne 0 % Discount Off SiteOne pricelist for Residential/Commercial Irrigation and Central Controllers Service N/A $0.00 Ad9 Landscape Agreements (automatic software updates and technical support). Line Item 41 Show Details SUDDIV SI. t.One 0 % Discount Off SiteOne pricelist for Nursery Products (all types of trees, shrubs, and other related items). N/A $0.00 O Anp Landscape SUDDIV Line Item 25 Show Details SiteOne 0 % Discount Off Abodet pricelist for Field and Turf Fertilizer, Conditioners, Dressings and Chemicals. Line N/A $0.00 Ada Landscace SUDDIV Item 24 Show Details Showing 76 to 100 of 100 entries First Previous 0 Q O3 O4 Nerd Last Contact us 800.695.2919 SiteOne Landscape Supply Current Contract CI Y �_ SOUTHLAKE Q1 September 18, 2024 SiteOne Landscape Supply 1385 East 361s Street Cleveland, Ohio 44114 Attn: Ms. Monique Potts ORIGINAL D OC A -IF 1T CITY C)I" St al I I I AKl C0)1111H Actiol: 10 Ord./Res. No. Date Approvcd p Subject: Award Notification for Provide Various Grass Sod, Seed, and Related Services RFP2406B540JC240009 Dear Ms. Potts: The City of Southlake is pleased to inform you that SiteOne Landscape Supply, of Cleveland, Ohio is one of four (4) vendors being awarded Provide Various Grass Sod, Seed, and Related Services RFP2406B540JC240009. The award and this agreement are based on your proposal to the City, copy enclosed, This is a multiple vendor award contract. Your company's portion of the award is attached. The terms and conditions proposed and accepted in this agreement are as follows: Line Items Awarded Category # 2 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 tern 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 accountspayable@ci.southlake.tx.us [preferred] or 1400 Main Street, Suite 420, Accounts Payable, Southlake, TX 76092 Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Sincere Tmlifa, CPPO, PB Purchasing Manager, City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 is I i fka(.ci. so uth i ake. tx. us Contract Aw crept Signed: Date �jYI y„Nbson rtowski. tty Zager Please call 817-748-8312 with any question`N�puTHt4 111 0 :�� '•. Att ' I hel MG Ci ecretary ' Appendix B — Proposal Submittal Checklist: (To determine validity of proposal) Appendix B (pages _8_ through _I7, must be included in the proposal submittal Appendix B SIGNED (page —8_) must be included to the proposal submittal Appendix C Conflict of Interest Form (page _17, must be included in the proposal submittal. Form 1295 Certificate of Interested Party must be included in the proposal submittal. See Page 2. HB 89, SB 252, SB 13, and SB 19 Acknowledgment. See Page 14. All proposals 1 tile City of Southlake shall includeProposal. RFP Number: RFP240613540JC240009 Project Title: Provide Various Grass Sod, Seed and Related Services I Submittal 3:00 P.M. (CST), Friday July 26, 2024 Deadline. Submit Electronically* to: https:Hsouthlake.bonfirehub.com/login * Requires email account login and password. Proposer Information: Proposer's Legal Name: 5iteone Landscape Supply Address: 1385 East 36th Street Cleveland, Ohio 44114 City, State & Zip Federal Employers Identification Number ## Phone Number: Fax Number: -1 l-Mail Address: bids@SlreOne.Com Proposer Authorization 1, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Proposer. Printed Name and Position of Authorized Rep a i� ive: 14 ue Potts Signature of Authorized Representative: 7 /'1#1 Signed this _(day) of 14(month)pW4 (year) City of Southlake - RFP2405B540JC240009 - Page 8 of 18 Primary Responses Success: All data is valldl Grass Sad Varieties Not Bidding Not Bidding Not Bidding Not Bidding Not Bidding Not Bidding Nol Bidding Not Bidding Not Bidding Not Bidding Not Bidding Not Bidding Not Bidding Not Bidding Not Bidding Not Bidding Not Bidding Not Bidding Not Bidding Not Bidding Nat Bidding Quantity Required bit. Vendor Noms or unit of wasum Per Each Additional Total Cog No Bid 91-1 St. Augustine - Raleigh - Picked Up 1 Per Sq. Ft No Bid 91 2 St. Augustine - Raleigh - Delivered 1 Per Sq- Ft No Bid Al 3 St. Augustine - Raleigh - Delivered and Installed 1 Per Sq. Ft No Bid a' -d St. Augustine - Del Mar - Picked Up 1 Per sq. Ft No Bid tt1-y St. Augustine - Del Mar - Delivered Per Sq. Ft No Bid 916 St- Augustine - Del Mar - Delivered and Installed Per Sq. FI No Bid 91-7 St. Augustine - Palmetto - Picked Up Per Sq. Fl No Bid 91 h St. Augustine - Palmetto- Delivered 1 Per Sq. Fl No Bid z1 g St. Augustine -Palmetto- Delivered and 1 Per Sq. FI Installed No Bid 91-10 Bermuda - TIFF - 419 - Picked Up 1 Per Sq. Fl No Bid 10-111 Bermuda - TIFF - 419 - Delivered 1 Per Sq. Ft No Bid 01-12 Bermuda - TIFF - 419 - Delivered and Installed 1 Per Sq Ft No Bid A7•t3 Bermuda -TIFF - 419 - Rolls - Delivered 1 Per Sq- Ft NO Bid p1.1d Bermuda - TIFF - 419 - Rolls - Delivered and 1 PerSq. Fl Installed No Bid A1.15 Bermuda - Celebration - Picked Up 1 Par Sq- Ft No Bid P -16 Bermuda - Celebration - Delivered 1 Par Sq. Fl No Bid 91-17 Bermuda - Celebration - Delivered and Installed Per Sq. R No Bid 41-19 Bermuda - GN-1 Hybrid - Picked Up Per Sq. Fl No Bid #1-19 Bermuda - GN-1 Hybrid - Delivered Per Sq. FI No Bid 41.20 Bermuda - GN-1 Hybrid - Delivered and Installed 1 Par Sq -FI No Bid 41-21 Bermuda - GN-1 Hybrid - Rolls - Delivered 1 PerSq. Fl Not Bidding No Bid x•-22 Bermuda - GN-1 Hybrid - Rolls - Delivered and Per SQ. FI Installed No Bidding No Bid p1-23 Bermuda - Mid Iran Hybrid - Picked Up 1 per SQ. Ft Not Bidding No Bid p1-24 Bermuda - Mid Iron Hybrid - Delivered Per Sq Ft Not Bidding No Bid a1.25 Bermuda - Mid Iron Hybrid - Delivered and I Per Sq. Ft Installed Nat Bidding No Bid A1-26 Bermuda - Mid Iran Hybrid - Rolls - Delivered 1 Per Sq. Ft Not Bidding No Bid at.27 Bermuda - Mid Iron Hybrid - Rolls - Delivered 1 Per SQ. Ft and Installed Not Bidding No Bid a, -2B Bermuda - Common - Picked Up 1 Per Sq. Ft Not Bidding No Bid a1.29 Bermuda - Common - Delivered 1 Per Sq. Ft Not Bidding No Bid al•3a Bermuda - Common - Delivered and Installed 1 Per Sq. FI Not Bidding No Bid •• .. Bermuda - Common - Rolls - Delivered 1 Per Sq. FI Not Bidding No Bid 101-32 Bermuda - Camman - Rolls - Delivered and P61 SqFI Installed Not Bidding No Bid alai Zoysia - Emerald - Picked Up Per SQ. FI Not Bidding No Bid al•34 Zoysia - Emerald - Delivered T Per Sq. FI Not Bidding No Bid 41a5 Zoysia - Emerald - Delivered and Installed I Per Sq. FI Not Bidding No Bid p1-36 Zoysia - Jamur - Picked Up 1 Per SQ. Ft Not Bidding No Bid 1f1-37 Zoysia - Jamur - Delivered 1 Per SQ. Ft Not Bidding No Bid a1.38 Zoysia - Jamur - Delivered and Installed 1 Per SQ, Ft Nat Bidding No Bid a1.39 Zoysia - Palisades - Picked Up 1 Per Sq. Ft Not Bidding No Bid a14o Zoysia - Palisades - Delivered 1 Per Sq. Ft Not Bidding No Bid a1-41 Zoysia - Palisades - Delivered and installed 1 Per Sq- Ft Not Bidding No Bid 01-42 Zoysia - El Toro - Picked Up 1 Per Sq F1 Not Bidding No Bid a1-43 Zoysia - El Toro - Delivered i Per Sq. Ft Not Bidding No Bid a1-44 Zoysia - El Taro - Delivered and Installed 1 Per Sq. Fl Not Bidding No Bid a1-05 Zoysia - Meyer - Picked Up 1 Per Sq. Ft Not Bidding No Bid a1-06 Zoysia - Meyer - Delivered 1 Per Sq. FI Not Bidding No Bid a1-47 Zoysia - Meyer - Delivered and Installed 1 Per Sq. FI Not Bidding No Bid #1-4a Zoysia - Cavalier - Picked Up Per Sq. Fl Not Bidding No Bid 91-49 Zoysia -Cavalier -Delivered Per Sq. FI Not Bidding No Bid #i-50 Zoysia - Cavalier - Delivered and Installed Per Sq. rl Not Bidding No Bid #1.51 Zoysia - Zeon - PiC ked Up 1 Per Sq- Ft Not Bidding No Bid #1-52 Zoysia - Zeon - Delivered 1 Per Sq Ft Not Bidding No Bid x1-53 Zoysia - Zeon - Delivered and Installed 1 Per Sq- Ft Not Bidding No Bid #1.54 Zoysia - Empire - Picked Up 1 Per Sq. Ft Not Bidding No Bid 01-55 Zoysia - Empire - Delivered 1 Per Sq. Ft Not Bidding No Bid 41-56 Zoysia - Empire - Delivered and Installed 1 Per Sq. Ft Not Bidding No Bid #1.57 Tall Turf Fescue - Picked Up 1 Per So. Ft Not Bidding No Bid #1-58 Tall Turf Fescue - Delivered 1 Per Sp. Ft Not Bidding No Bid w-59 Tall Turf Fescue - Delivered and Installed 1 Per Sq. Ft Not Bidding No Bid #15o Buffalograss - 609 - Picked Up 1 Per Sq. Ft Not Bidding No Bid #1-61 Buffalograss - 609 - Delivered 1 Per Sq. Ft Not Bidding No Bid #152 Buffalograss - 609 - Delivered and Installed 1 Per Sq- Ft Grass Seed Not Bidding No Bid 02-' Bermuda Grass - Black Jack - Picked Up 1 Per Pound Not Bidding No Bid 92-2 Bermuda Grass - Black Jack - Delivered 1 Per Pound Success; All values provided Bid -2 3 Bermuda Grass - Common - Picked Up 1 Per Pound Su cca": All va Ales provided Bid 92-4 Bermuda Grass - Common - Delivered 1 Per Pound Success: All values provided Bid a25 Bermuda Grass - Common Hulled - Picked Up t Per Pound Success: All values provided Bid #2-6 Bermuda Grass - Common Hulled - Delivered t For Pound Not Bidding No Bid #2-7 Bermuda Grass - Princess Hybrid - Picked Up 1 ParPound Not Bidding No Bid #2-8 Bermuda Grass - Princess Hybrid - Delivered 1 Per Pound Not Bidding No Bid u2-9 Bermuda Grass - Riviera Hybrid - Picked Up 1 Per Pound Not Bidding No Bid a2-so Bermuda Grass - Riviera Hybrid - Delivered 1 Per Pound :tit: $ 4.44 emudagrass Sees $ 4.44 $ 4.44 ennudagrass Seer $ 4.44 $ 6 62 nnudagrass Seed $ 6.62 $ 6.62 "edagrass Seed $ 6.62 Not Bidding No Bid #2.11 Bermuda Grass - Sahara - Picked Up Per Pound Not Bidding No Bid #2-12 Bermuda Grass - Sahara - Delivered 1 Per Pound Not Bidding No Bid #2.13 Bermuda Grass - Sultan - Picked Up 1 Per Pound Not Bidding No Bid #2-14 Bermuda Grass - Sultan - Delivered 1 Per Pound Not Bidding No Bid #2-15 Bermuda Grass - Nti 37 Giant - Picked Up 1 Per Pound Not Bidding No Bid #2.16 Bermuda Grass - INK 37 Giant - Delivered 1 Per Pound Not Bidding No Bid v2 17 Bermuda Grass - SunSport - Picked Up 1 Per Pound Not Bidding NO Bid #2.18 Bermuda Grass - SunSport - Delivered 1 Per Pound Not Bidding No Bid #2-19 Bermuda Grass - SunStar - Picked Up 1 Per pound Not Bidding No Bid #2-20 Bermuda Grass - SunStar - Delivered 1 Per Pound Nol Bidding NO Bid #2-21 Bermuda Grass - Bermuda Triangle - Picked Up 1 Per Pound Nol Bidding NO Bid r72-22 Bermuda Grass - Bermuda Triangle - Delivered I Per Pound Not Bidding No Bid tr2-23 Buffalo Grass - Texoka - Picked Up 1 Per Pound Not Bidding No Bid 92.24 Buffalo Grass - Texoka - Delivered 1 Per Pound Not Bidding No Bid 92.25 Buffalo Grass - VNS Primed - Picked Up 1 Per Pound Not Bidding No Bid t72-26 Buffalo Grass - VNS Primed - Delivered 1 Per Pound Not Bidding No Bid #2-27 Fescue - Shelby - Picked Up 1 Per Pound Not Bidding No Bid 92-28 Fescue - Shelby - Delivered 1 Per Pound Not Bidding No Bid #2.29 Fescue - Hard - Picked Up 1 Per Pound Not Bidding No Bid #2.30 Fescue - Hard - Delivered 1 Per Pound Not Bidding No Bid #2-31 Zoysia - Riata - Picked Up 1 Per Pound Not Bidding No Bid #2 32 Zoysia - Riata - Delivered t Per Pound Not Bidding No Bid #233 Zoysia - Zenith - Picked Up 1 Per Pound Not Bidding No Bid #2-34 Zoysia - Zenith - Delivered 1 Per Pound Not Bidding No Bid #235 Bluestem - Big - Picked Up 1 Per Pound Not Bidding No Bid #235 Bluestem- Big - Delivered 1 Per Pound Nol Bidding No Bid #237 Bluestem- Little - Picked Up 1 Per Pound Not Bidd Ing No Bid #2.38 Bluestem - Little - Delivered 1 Per Pound Not Bidding No Bid #2-39 Bristle Grass - Plains Mix - Picked Up 1 Per Pound Not Bidding No Bid #2.40 Bristle Grass - Plains Mix - Delivered 1 Per Pound Not Bidding No Bid 1241 Grama Grass -Blue - Picked Up 1 Per Pound Not Bidding No Bid 42-42 Grama Grass - Blue - Delivered 1 Per Pound Not Bidding No Bid 92d3 Grama Grass - Sideoats Haskell - Picked Up I Per Pound Not Bidding No Bid #2-44 Grama Grass - Sidecats Haskell - Delivered 1 Per Pound Not Bidding NO Bid #245 Klein Grass - Set 75 - Picked Up 1 Per Pound Not Bidding No Bid #2-46 Klein Grass - Set 75 - Delivered 1 Per Pound Not Bidding NO Bid #2.47 50150 Giant 1 Common Blend - Picked Up I Per Pound Not Bidding No Bid #2.48 50150 Giant 1 Common Blend - Delivered 1 Per Pound Not Bidding No Bid #2 49 Bahia Grass - Pensacola - Picked Up I Per Pound Not Bidding No Bid #2-50 Bahia Grass - Pensacola - Delivered 1 Per Pound Not Bidding No Bid 42-51 Love Grass - Wilman - Picked Up I Per Pound Not Bidding No Bid #2.52 Lave Grass - Wilman - Delivered I Per Pound Not Bidding No Bid 92-53 Sprangletop -Green - Picked Up I Per Pound Not Bidding No Bid 92-54 Sprangletop - Green - Delivered I Per Pound Not Bidding No Bid a2.55 Switchgrass - Alamo - Picked Up I Per Pound Not Bidding No Bid #2.5E Switchgrass- Alamo - Delivered 1 Per Pound Not Bidding No Bid #2.57 Short Native Grass Blend - Picked Up 1 Per Pound Not Bidding No Bid #2.50 Short Native Grass Blend - Delivered 1 Per Pound Success: All va loss provided Bid 112-59 Ryegrass - Perennial - Picked Up 1 Per Pound Success: All values provided Bid 92-60 Ryegrass - Perennial - Delivered 1 Per Pound Not Bidding No Bid 42-61 Ryegrass - Perennial - Double Eagle - Picked Up 1 Per Pound Nnl Bidding No Bid a2 62 Ryegrass - Perennial - Double Eagle - Delivered Per Pound Success- All va I4es provided Bid c2-6" Ryegrass - Annual - Picked Up Per Pound Success- All values provided Bid 112 6: Ryegrass - Annual - Delivered i Per Pound $1.67 3ding Eagle Seed $ 1.67 $ 1.67 3ding Eagle Seed • $1.67 $0.83 Ryegrass Seed 5C $ 0-83 $ 0 83 Ryegrass Seed 5C $ 0-83 Hot Skirting No Bid #2-65 Kentucky Bluegrass - Picked Up 1 Per Pound Not Bidding No Bid #2-66 Kentucky Bluegrass - Delivered 1 Per Pound Not Bidding No Bid #237 Alfalfa - Cut 101 -Picked Up 1 Per Pound Not Bidding No Bid #2-68 Alfalfa - Cuf 101 - Delivered I Per Pound Not Bidding No Bid 02-69 Multi Mix Seed Winter Mix - Picked Up t Per Pound Not Bidding No Bid #2-70 Multi Mix Seed Winter Mix - Delivered t Per Pound $ s712 Grass Sod and Seed Related Services Not Bidding No Bid 10-1 Each Additional V2 inch sod base thickness Per requested All Varieties Not Bidding No Bid #3-7 Soil Preparation Services Per Scope of Services r Per Hour - Per Individual for Sod Services Not Bidding No Bid 113-3 Soil Preparation Services Per Scope of Services r Per Hour - Per Individual far Hydra -Mulching Services Light Grading Soil Preparation Services Per Not Bidding No Bid k3-4 Scope of Services for Sod and Hydro Mulching r Per lOur Services - Per Individual Hydro -Mulching Services (Does Not Include Seed Not Bidding No Bid 00-5 or Soil Preparation Services Costs but does r Per s : rk include mulch. fertilizer, water and installation services.) Additional Vendor Fees Not Listed Hot Bidding N0 Bid #4-1 Additional Vendor Fee Not Specifically Listed. 1 Per Enc•� Please Describe in Detail. Not Bidding No Bid #4-2 Additional Vendor Fee Not Specifically Listed. r Per Please Describe in Detail. Not Bidding No Bid 94.3 Additional Vendor Fee Not Specifically Listed. r Per Eacn Please Describe in Detail. Not Bidding NO Bid #4.4 Additional Vendor Fee Not Specifically Listed. Please Describe in Detail. Not Bidding No Bid #a-7 Additional Vendor Fee Not Specifically Listed. k P11 &icn Please Describe in Detail. Not Bidding No Bid 04-6 Additional Vendor Fee Not Specifically Listed. r Pr, Please Describe in Detail. Appendix B — Proposal tcon[inxcd) 2. 3. RE VI ED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE CONSIDERED COMPLETE, AND TO BE EV4LVATED FOR A CONTRACT A WARD BY THE CITY, PROPOSER MUST SUBMIT ALL OF THE FOLLO97NG INFORMATION: Proposed Products and/or Services A. oduct 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 Descriiations: Proposers should also include in this section a detailed description of what additional hardware and/or software, if any, would be required by the City in order to fully utilize the goods and/or services proposed. C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted. D. Proi mt chedule/Delive Date; proposer must provide a project schedule noting all projected completion dates for segrnenrs of the Project, from start up to completion, and all delivery dates for goods covered by the RFP. The Proposal must show the number of days required to deliver and install the product or equipment after the receipt of the City's Purchase Order. Cost of Proposed Products and/or Services A_ Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit. B, Schedule of Pricing' Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: For this procurement the schedule of pricing is not available in hardcopy. You may access it via the online portal (ht s:l thlake.bonfire ub:coin/ia rt). To submit your schedule of pricing, please download the Bid Table and fill it in accordingly per the sample below. For instructions on how to complete Bid Tables, please refer to this article can Bonfire's Support Websitc. Please note: even if you do not have additional responses, you must download and re - upload the blank document. This is to confirm that you do not require any additional costs. If you have any additional items, please fill out the Additional responses template accordingly. 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 - RFP2405R540JC2400G9 - Noe 9 of is EM 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. Escalatii n 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 I] on 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 shaII have authority, in its reasonable discretion, to determine the validity of any change in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. j First Additional Year Escalation Percentage ............................................. `'1 % Second Additional Year Escalation Percentage A—"/° Third Additional Year Escalation Percentage.................................................°/. Fourth Additional Year Escalation Percentage 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 Re lacement of Staff; If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project. C, Business Establishment: State the number of years the Proposer's business has been established and operating. If Proposer's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided; State the number of years' experience the business has:; and the number of employees: .10 000�, 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. Cite of Southlake - RFP2406B540JC240009 - Page 10 of 18 *-Pl st.e- Q+�achra V--La_tA)(_t s 5. References Proposer shall provide four (4) references where Proposer has performed similar to or the same types of services as described herein. Reference #1: Client 1 Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: Reference #2: Client 1 Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: Reference #3: Client 1 Company Name: Contact Name: Contact Title: Phone: Email: Dale and Scope of Work Provided: Reference #4: Client 1 Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: City of Southlake - RFP24068540JC240009 - Page 11 of I8 SITEQNE LANDSCAPE SUPPLY REFERENCE PAGE 1 Pinellas County Schools ,feria Grage Company Name Contact PersonT_._ P. D. Box 2942 Largo FL -•Street 33779 Aoldress .—._._. _ �� - -• 5taie.._..l (727) 588-6347 --.-gyp---------- Telephone -� Fax CordractAmount & Dates Supply and deliver landscaping & Irrigation supplies $125,000.00 -- 6/2022 - Present Products or Services Purchased by the above Rahwerrva 2 East Baton Rouge — Recreation & Park Michelle McKee Cvnfact Per*ianP.O. Box 15887 Baton Rouge LA 70895 Street Address - - — - — - stater�...— City ZIP (225) 273-6421 efephone -- Fax -- ContractAmonnt& Dates Supply and deliver Landscape supplies Approx. $30,000 10/2021 -10/2022 3 City of Sioux Falls 'Scott Rust C- wn.y Name _4.- - _ —Cnntact 224 West 9#' Street City of Sioux Falls SD 57104 Address city State _ .-- ... ..._.--� .- Lip (605) 367-8013 Fax contract Amount & Oates _ Supply and deliver landscaping & lrrgation supplies Approx. $23,500 -- — 4/2020 — 4/2021 Products arSen�ices Purchasdd� Government Agencies That Your Firm Has Done Business With: All the above Sitellne- LANDSCAPE SUPPLV REFERENCES: KATY Independent School District # 281-396-6000 PO Sox 159 Katy, TX 77492 City of Carrollton # 972-466-3115 PO Box 110535 Carrollton, TX 75011 Fort Worth Independent School District # 817-814-2000 100 North University Drive Fort Worth, TX 76107 Tarrant County College District # 817-4804132 4801 Marine Creek Parkway Fort Worth, TX 76179 Arlington Independent School District # 682-867-7352 1203 West Pioneer Parkway Arlington, TX 76013 1385 East 361h St,■ Cleveland, Ohio 44114 = Phone: 800-321-5325 6. 7. S. Trade Secrets andlor Confidential Information Trade Secrets and/or Confidential Information: This proposal _ (does) (does not) contain trade secrets and/or confidential information, If applicable, describe such trade secrets and confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosure. Federal, State and/or Local Identification Information A. Centralized Master Bidders List registration number: B. Prime contractor HUB / MWBE registration number: C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security Number: # - - 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 vcndors rwci, outhiake.tx.us. All products or services requested during an emergency event are to be supplied as per the established contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours emergency opening of the business, if any. In general, orders will be placed using a City of Southlake procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable. The contractor shall provide the names, phone numbers and fee (pricing), if any, for an aver -hours emergency opening of the business listed below, Business Name: SiteOne Landscape Supply Contract #: p t I]escri tion: AR.t D l� Primary Contact (Name); Primary Contact Phone Numbers: Home: - J V 1f - 90 SD Cell: Secondary Contact (Name): 6 ,\ L Q P) v Secondary Contact Phone Numbers: Home: 00 r '10[ CeII: p� " pa q 1 " D40 After Hours emergency opening fee, if applicable: S �1 City of Southlake - RFP2406BS40JC240009 - Page 12 of 18 9. Cooperative Governmental Purchasing Notice Other governmental entities maintaining interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFP from the successful Proposer. 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 Proposer and be responsible for ensuring full compliance with the RFP specifications. prior to other governmental entities placing orders, the City will notify the successful Proposer of their intent. Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. [Yes, Others can purchase [ ] No, Only the City can purchase It. CONTRACT TERMS AND CONDITIONS EXCEPT WHERE PROPOSER MAWS SPECIFIC EXCEPTION LW THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A PROPOSAL: 1. Delivery of Products and/or Services A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terins 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 Disk of toss: For goods to be provided by Proposers hereunder, if any, the title and risk of loss of the goods shalt not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system, and determined that it is in good and acceptable working order, 2. ]Miscellaneous A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have no employer -employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. B. ssi ents: 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 assignor of liability in the event of default by the assignee. C'il� of Soutfxlake - RFP2406BS40JC240009 Page 13 of 18 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 forma of entertainment, gifts, or otherwise. were offered or given by the successful Proposer, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFP or any contract with the City, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract E. Financial Participation: Proposer certifies that it has not received compensation from the City to participate in preparing the specifications or RF`P on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification. is inaccurate. F_ Reggircd Liceuse5.: 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 ofProposer certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract. 11 Coml2liance with ApRlicable 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. Cam liance with HB 89: Proposer agrees per HB 99 vendor shall not boycott Israel at any time while providing products or services to the City of Southlake. 0 Yes, we agree [ ] No, we do not agree [ ] NIA J. Com liancc with SR 252: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan or a foreign terrorist organization while providing products or services to the City of Southlake. `1 Yes, we agree j ] No, we do not agree K. Compliance with SB 13: Proposer agrees per SB 13 vendor does not boycott energy companies as those terms are defined in the Texas Government Code § 809.001, and will not boycott energy companies during the tern of any contract with the City of Southlake. XYes, we agree [ ] No, we do not agree L. Compliance with SB 19: Proposer agrees per SB 19 vendor does not have a practice, policy, guidance, or &-ective that discriminates against a firearm entity or firearm trade association as those terms are defined in the Texas Government Cade § 2274.001, and that vendor will not so discriminate during the term of any contract with the City of Southlake. 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, and list the City of Southlake, its officers, and employees as an additional insured, 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 taws of the State of Texas: City of Southlake - RFP2406BS40JC240009 - Page 14 of 18 ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed OperationsXroducts Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired automobiles to be used by the Contractor, with coverage for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage. B. Indemnifteation: Proposer agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. City of Southlake - R1kP2406S540]C240009 - Page 15 of 18 Appendix C — Form CIQ IN FORMATMMUCARDING VENDOR CO S10UESTIONrgAIRE WHO: The following persons must file a Conflict of Interest Questionnaire with the City if die person has an employment or business relationship with an officer of the City that results in taxable income exceeding S2,50I1 :luring the preceding twelve - month period, or an officer or a member of the officer's family has accepted gifts with an aggregate value of more than $250 during the previous twelve — month period and the person engages in any of the following actions: 1. cantracte or seeks to contract for the sale or purchase of property, goods or services with the City, including any of the following: a. written and implied contracts, utility purchases, purchase orders, credit card purchases and any purchase of goods and services by the City; b. contracts for the purchase or sale of real property, personal property including an auction of property; c. tax abatement and economic development agreements; 2. submits a bid to sell goods or services, or responds to a request for proposal for services; 3, enters into negotiations with the City for a contract; or 4. applies for a tax abatement and/or economic development incentive that will result in a contract with the City THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY: 1. Mayor and City Council Members; 2. City Manager; 3. Board and Commission members and appointed members by the Mayor and City Council; 4, Directors of 4A and 4B development corporations; 5. The executive directors or managers of 4A and 413 development corporations; and E Directors of the City of Southlake who have authority to sign contracts on behalf of the City. EXCLUSIONS: A questionnaire statement need not be filed if the money paid. to a local government official was a political contribution, a gift to a member of the officer's family from a family member; a. contract or purchase of less than S2,540 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 oragency. 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 C1Q) which is available online at www.cthics.state.tx.us and a copy of which is attached to this guideline. The form contains [mandatory disclosures regarding "employment or business relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the questionnaire. WHEN: The person or business must file: 1. the questionnaire —no later titan seven days after the date the person or business begins contract discussions or negotiations with the municipality, or submits anapplication, responds to a request for proposals or bids, correspondence, or other writing related to a potential contract or agreement with the City; and 2. an updated questionnaire — within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate. It does not [natter if the submittal of a bid or proposal results in a contract. The statute requires a vendor to file a FORM C 1 Q at the time a proposal is submitted or negotiations commence. WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department. The Finance Department is required by law io post the statensents on file City's mebsite. ENFORCEMENT: Failure to File a questionnaire is a Class C niisdeineanor punishable by a fine not to exceed $500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business days after the person received notate of a violation. NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire. City of Southlake - RFP2406B540JC240019 - Pago 16 of 18 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO For vendor doing business with local governmental entity This questionnalre reflects changes made to the taw by H.B. 23, 84ttr Ley., Regular Session. OFACEUSECINLY Thta questionnaire Is being filed In aocbrdance with Chapter 170, Local Government Code, by a vendor who, Daw rieeehred has a business reiatlanshlp as definod by Section IM001(1-a) with a local governmental entity and the vendor meets r©qufrmrnents under Section 176.006[a]. By law this questdormalre must be Ned with the records adminlstrazor. at the local governmental enzhy not later than the 7th business day after the date the vencl r becomes aware of tads that require the staterrent to be fled Sae Se0on 17&"(a-1), Loral Government Cade. A vendor commits an offense If the vendor knowingty violates Sedon 176.006, Local Government Code- An offense under this sac9m is a mtsderneanor. t Narneaf vendor has burin tefatinnship with local ovta'nmental entity. lte6r a Landscape Supply 21 ❑ Check this box If you are filing an update to a previously filed queattannala. (The law requires thatyou file an updated completed gttastlonnalre with the appropriate filing authority not later than the 71h business day after the date on which you became aware that the ork$naJ[y filed questionnaire was Incomplete or inaccurate.) 3 Name of local government officer about whom he information Is being disclosed. e C(, Name of Cifficar 4 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)[2](A). Also describe any family relationship with the local government officer. Complete auhparts A and B for each employment or business relations hlp described. Attach additional pages to this Farm CIO as necessary. A. Is the local govemment officer or a family member of the officer receldng or Ilkely to raceIva tax abie Income, other than investment tneome, trcm the vendor? Yes � No B- Is the vendor recofving or ftkely to receive testable Incoma, other than in vesimant Income, from or at the direction of the local govemmerrl after or a famlly member of the officer AND the taxable Income is not received from the local governmental entIly? = Yes 5j, No :51 describe each employment or bust ness refadcnshlp that the vendor tamed In Section 7 maintains with a carQprstfon r)r other business errtity with respect to whlch the local government officer serves as an officer or director, or holds an ownership Interest of one percent or more. �1 A iV v f� fi ElCheck thls box If the vendor has given the local gowmm ant of Icer or a family member of the officer one or more jfLs a5 Baal in Section 176.003{a)( ), excluding gifts descrlbed In Section 176.003(a-1), 7 1 1j')Ak'o' 1.41 - 0-1 A rr An j Form provided by Texas Ethics CommisaW, www.ethlcs.state.tx.us RuAW Vir= C.'m of 5uuthlake - RFP2405$540JC240009 - Page 17 of 18 Appendix D — No Intent to Submit Form 0 If your firm has chosen not to submit a proposal for this procurement, please complete this form and submit to: City of Southlake Purchasing Division, Department of Finance 1400 Main Street, Suite 420 Southlake, Texas 76092 Please check all items that apply: L1 Do not sell the item(s) required ❑ Cannot be competitive ❑ Cannot provide Insurance required ❑ Cannot provide Bonding required ❑ Cannot meet specifications highlighted in the attached ❑ Cannot comply with Indemnification request requirement ❑ Job too large ❑ Job too small ❑ Do not wish to do business with the City of Southlake ❑ Other: ❑ Cannot submit electronically Company Name (Please print): Authorized Officer Name (Please print): Telephone: Fax: �} City of Southlake - RFP2406BS40JC240009 - Page 18 of 18 CERTIFICATE OF INTERESTED PARTIES FORM 1295 loll Complete Nos. 1 - 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1. 2. 3. 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 2024-1191841 1. Name of business entity filing form, and the city, state and country of the business entity's place of business. SiteOne Landscape Supply Cleveland, OH United States Date Filed: 0712412024 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Southlake Date Acknowledged: g Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract, RFP2406B540JC240409 Provide Various Grass Sod, Seed and Related Services 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicabley Controlling Intermediary 5 Check only if there is NO Interested Party. ❑ 6 UNSWORN DECLARATION Monique Potts My name is ,and my date of birth is I u V I � My address is 'iid.)� (slreel] (city) (State) (up code) (co I declare under penalty or perjury that the foregoing is true and correct. Executed in P, Gl County, ►�jj State of _OLD on the C7l day of 217, (monlh (year) ignatwe of authoriz agent of contracting business entity 19 eclarant) Forms provided by Texas Ethics Commission www.ethlcs.state.tx.us Version V4.1.OA378aba0 SOUTHLAKE Purchasing Authorization Request FINANCE 'Jbtaining Purchase Authorization `cr PurcnasesiAgreemems That :xceecl 550 000 Departments must obtain City Manager approval prior to executing a contract or making any expenditure that the City Council approved as part of their annual Spending Authorization Resolution. Please use this form to obtain City Manager approval. After receiving approval from the City Manager, the department shall be notified and shall be authorized to proceed with the expenditure. Submitter Information First Name* Last Name* Tim Slifka Persan su tirrinng roan on two all ar Ciry DeDanment. Department information Department* Finance Director's Name* Sharen Jackson Director's Email* sjacksen@ci.southlake.tx.us Purchasing Authorization Fiscal Year* 2025 Enrer as FY24XX Vendor Name* Bamert Seed Company, Justin Seed Co., Sims Grass Inc., SiteGne Landscape Supply Submitter Email* tslifka@ci.southlake.tx.us Request Type:* aIease =`16:k all Irlar apply ,e New Contract (Please attach) Contract Renewal (Please attach) �► Spend Authorization Increase in Council Approved Spend Authorization Expenditure $ 175,000.00 Amount* Description of Award new contracts and spend authorization for RFP2406B540JC240009 Provide Request* Various Grass Sod. Seed, and Related Services. See attached Memo. This completed checklist and required materials must be included with your request for City Manager Approval to be considered, If materials are determined to be inadequate, they will not be accepted and will be returned to the submitting department. Checklist- Please contact Purchasing Manager if answer is "No" for Q1-3. * Yes No 1 i Requested Item included on Attachment A approved as part of annual Spend ring Authorization Resolution. Yes No 2) All bidding requirements have been met and required documentation included (i.e.. RFP, RFB, RFQ documents, Sole Source Letter, Cooperative Summary, Exemption Documentation. etc.) Yes No 3) Description matches information found in backup documents (e.g., contract amounts. budget rnformabon, etc.) t Yes No - NIA 4) Legal Review Completed Legal Review Detail IIFrlgof MA anuve oicas9 9x(ilair og1,iN• RFP documents approved as to form. * Yes No 5) The proposed expenditures are within budget and do not exceed the authorized amount by Cky Council. Additional Financial Please erplako below Comments Documents City Manager Memo Prca5g atlacI+ City Manager memr lice Upload CM Memo for Spend Authorization Grass Sad and 74.051<8 Seed 9-27-2024.pdf File(s) Upload �'Iea5® altaCh �1pix,nTePit7hGn V%F rhv CO.JrClsl ab4Y8 Spend Authorization Resolution FY 24-25 9-18- 1.33MB 2024.pdf 2024-09-17 CC agenda RESULTS.pdi 511.87KB Bid Tab RFP240009.pdf 89,18KB Bamert Seed 2024-2025.pdf 3.84MB Justin Seed 2024-2025.pdf 4.99MB Sims Grass 2024-2025.pdf 5.31 MB SiteOne Landscape Supply 2024-2025 pdi 5.64MB Applicant Signature Date * 912712024 Department Review Director Instructions Directors. please ensure that checklist items are checked "yes" and that the attached supporting documents are complete before approving. If a Legal Review is not required or non -applicable, please ensure an explanation is provided. If you have any questions, please reach out to the Purchasing Manager. Thank youl Director's Signature Date 101912024 C,v'lwe."sG 03�_ltds< Director's Comments if awilcadie Finance Review Yes No NIA Form 1295 Required. File Upload Purchasing Manager. please altars any additional ejocwnenls here Samert Seed Company 7-26-2024.pdf 531.58KB Sims Grass Co. 8-29-2024.pdf 445.05KB Justin Seed Co 7-25-2024,pdf 335.92KB 5iteOne Landscape Supply 7-26-2024.pdf 202.93KB Finance Comments* A1c) any .^.o i P. me 111s hcas li,! ecan mie ,r • 4WIrig :in inn re •nfgrnai I on 10-11-2024 Added Form 1295 for all vendors Purchasing Manager's Signature Date 1011112024 City Manager's Office Review City Manager's Signature* Date* 1 arf zfzoza CMO Comments l =, ::.I" L-:I:: Item 4C CITY OF MEMORANDUM SOUTHLAKE November 1, 2024 To: Southlake Parks Development Corporation From: David Miller, Director Community Services Subject: Recommend approval of SPDC funding for the purchase of capital equipment from Ford Audio -Video Systems LLC, in an amount not to exceed $1,082,000 Action Requested: Recommend approval of SPDC funding for the purchase of capital equipment from Ford Audio -Video Systems LLC, in an amount not to exceed $1,082,000 Background Information: The purpose of this item is to consider funding for the purchase of new cameras and supporting equipment at Bicentennial Park, The Southlake Tennis Center, North Park, and the Bob Jones Nature Center. This purchase aligns with the City's camera replacement plan and will finish the camera replacement project at Bicentennial Park and the Southlake Tennis Center that began last year. Most cameras installed in these two areas will be an expansion of the current footprint to address safety and security recommendations while also providing additional coverage to newer assets such as the artificial turf, remembrance and renewal statue and parking areas that had low coverage and needed to be addressed. The work at North Park will include replacements of cameras due to be replaced while also addressing key safety and security recommendations for areas that require additional coverage. The work at the Bob Jones Nature Center is necessary to bring the current camera system up to date with the rest of the city as part of the City's camera replacement plan while addressing noted safety and security concerns as well. The funding for this purchase was approved by City Council on September 17, 2024, as part of Resolution 24-032 and aligns with the implementation and replacement plan for CCTV equipment at Bicentennial Park, Bob Jones Nature Center, Tennis Center, and North Park. SPDC Meeting Date — November 5, 2024 Page 2 of 2 All CCTV projects, estimated at a total of $1,069,000.00, will include: • Fabrication and installation of camera equipment • Testing and alignment of camera systems • Providing as -build drawings with wire numbers and labels • Warranty Service • Training Financial Considerations: Purchasing requirements are met through qualification of cooperative purchasing agreement, TIPS Contract #230901. Funding for these expenditures is budgeted in the FY 2025 SPDC Budget — Capital Field Equipment. Strategic Link: B1 — Achieving strong outcomes through continual evaluation and pursuit of better practices that improve core business operations. B3 — Maintaining an environment of future readiness by understanding and acting upon the forces, trends, and coming challenges affecting services. Legal Review: Contract had previously been reviewed and signed; legal review met through the cooperative agreement. Alternatives: Alternatives may include the following: • Approve funding for purchase as presented • Approve funding for purchase with revisions • Decision not to approve funding of purchase Supporting Documents: Ford AV Quote for Bicentennial Park Ford AV Quote for The Southlake Tennis Center Ford AV Quote for North Park Ford AV Quote for The Bob Jones Nature Center Staff Recommendation: Recommend approval of funding for the purchase of capital equipment from Ford Audio -Video Systems LLC, in an amount not to exceed $1,082,000 Ford AV Quote for Bicentennial Park REVISED October 29, 2024 Ms. Hannah McKenzie City of Southlake 1400 Main Street Southlake, TX 76092 RE: Bicentennial FY 25 Dear Ms. McKenzie: Ford Audio -Video Systems, LLC (Ford) respectfully submits for your consideration the attached proposal, which covers the details of the system requirements in the following outline: A. Introduction B. Description of Work and Responsibilities C. Installation Schedule D. Equipment List E. Cost Summary and Terms F. Guarantees and Limitations of Warranty G. Training and Documentation H. Building Construction and Installation I. Acceptance The proposed systems are based upon our understanding of your requirements as communicated to us during our meetings and conversations. If there are any changes that need to be made, please let us know. We invite you to compare our systems with any other: in quality, price, and professionalism of installation, we are second to none. This proposal contains confidential pricing, design, and installation information that is proprietary to Ford and utilizes Ford Audio -Video Systems, LLC's TIPS Contract, #230901. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford. Please let us know if any questions arise. We look forward to serving you. Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Voice: 972-241-9966 Email: ruthe@forday.com Website: www.forday.com FORD AUDIO -VIDEO SYSTEMS, LLC A04&C'&4& Mathew Scott Hall Senior Vice President 4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.forday.com City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 2 of 15 Proposal For City of Southlake, Southlake, TX A. INTRODUCTION This proposal provides a description of the technology incorporated into the systems, lists the major equipment and components, and states the terms, conditions, and responsibilities. Individual components and quantities may be changed, deleted, added, or designated as optional to be added to the system at a future date. B. DESCRIPTION OF WORK Ford shall provide and install the following systems for City of Southlake, TX (Customer) in their remodel project: BICENTENNIAL PARK EQUIPMENT RACK a. One (1) 96 TB network video recorder shall be provided to store camera footage and installed in the owner furnished equipment (OFE) equipment rack located in the concession stand. The NVR shall be connected to the OFE POE+ network switch. 2. BICENTENNIAL PARK CAMERAS a. Two (2) 5 MP outdoor cameras shall be provided and installed on existing poles located on Unity way near the west park entrance from North Shady Oak Drive to capture vehicle traffic. b. One (1) 32 MP multi -head camera assembly with a 360' field of view shall be provided and mounted on an existing light pole located on the north side of the walkway between the west parking lot and the west concession stand. C. One (1) 32 MP multi -head camera assembly with a 360' field of view shall be provided and mounted on an existing light pole located on the south side of the walkway between the west parking lot and the west concession stand. d. One (1) 24 MP camera with a 180' shall be provided and installed on the existing light pole in the northeast corner of the west parking lot. e. One (1) 32 MP multi -head camera assembly with a 360' field of view shall be provided and mounted on an existing light pole located between the walkways on the east side of the west concession stand. f. Two (2) 32 MP multi -head camera assemblies, each with a 360' field of view shall be provided and mounted on existing light poles located between the batting cages and the east concession stand. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 2 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 3 of 15 g. One (1) 32 MP multi -head camera assembly with a 360' field of view shall be provided and mounted on an existing light pole located on the north side of field number 8. h. One (1) 32 MP multi -head camera assembly with a 360' field of view shall be provided and mounted on an existing light pole located south of field number 7's right field foul pole. i. One (1) 32 MP multi -head camera assembly with a 360' field of view shall be provided and mounted on an existing light pole located west of field number 10's third base dugout. One (1) 5 MP outdoor camera shall be provided and installed on an existing light pole west of the Maintenance Building parking lot to capture the nearby areas. k. One (1) 61 MP pro camera shall be provided and installed on an existing light pole west of the Maintenance Building and configured to capture the fence line on the north side of the park. 1. One (1) 8 MP dome camera shall be installed in the west concession stand to capture the interior. in. One (1) 32 MP multi -head camera assembly with a 360' field of view shall be provided and mounted on an existing light pole located southeast of the tennis courts located near the maintenance building. n. One (1) 5 MP outdoor camera shall be provided and installed on an existing pole near the entrance to the tennis court and maintenance build parking lot. o. Two (2) 5 MP outdoor cameras shall be provided and installed to replace existing cameras located on existing poles located on Unity way between the entrance to the maintenance building parking lot and White Chapel Road. P. One (1) 5 MP outdoor camera shall be provided and installed on an existing light pole north of Unity Way and east of the entrance to the Maintenance Building parking lot to capture the area facing south. q. One (1) 32 MP multi -head camera assembly with a 360' field of view shall be provided and mounted on an existing light pole located northeast of the Liberty Garden Gazebo. One (1) 12 MP dome camera with a fisheye lens shall be provided and ceiling mounted int the Liberty Garden Gazebo. S. One (1) 8 MP dome camera assembly shall be provided, and ceiling mounted in the gazebo to capture the area facing east. t. One (1) 8 MP dome camera assembly shall be provided, and ceiling mounted in the gazebo to capture the area facing west. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 3 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 4 of 15 U. One (1) 5 MP outdoor camera shall be provided and installed on an existing light pole on the southbound side of Bicennial Drive near the Southlake Boulevard entrance to capture the area facing south. V. All cameras shall be equipped with the Avigilon Unity 8 Enterprise Edition camera license. W. One (1) 4-port POE network switch with an outdoor rated enclosure shall be provided and installed on each existing pole with an installed camera (twenty [20] total). X. One (1) wireless data transmitter/receiver shall be provided and installed by Ford on each of poles located where a camera and an outdoor network switch are installed. y. Electrical for all camera endpoints mounted on existing light poles is included in this proposal 1) All work shall be completed by licensed, insured and/or certified trade contractors and permitted and/or approved by the City of Southlake. 3. THE CUSTOMER SHALL BE RESPONSIBLE FOR: a. The Customer shall have a representative (one [ 1 ] person selected by the Customer) available throughout the installation to make decisions on behalf of the Customer concerning the installation. The purpose is to ensure that communication between the Customer and Ford is accurate and responsive in the event of questions or problems that may arise during installation. b. When the Customer's IT network is to be the interface for the operation of AV and control systems, the network must be fully operational at the time of Ford's arrival at the job site for installation. Failure to provide a fully operational network(s) could delay the installation and require a change order for completion. C. The Customer shall clear the rooms involved in the installation of all activities during the period of installation. Ford will work with the Customer to schedule the installation. Hours or days of work lost by the installation crew due to the inability to work as planned will be charged to the Customer based on the extra labor and expenses required. Ford reserves the right to modify payment terms of this Agreement if equipment is ordered and received by Ford for this project and the project is delayed, postponed, or canceled, for any reason. Ford will invoice the Customer for the equipment that has been received, or any custom ordered items, based on pricing established in this Agreement. d. The Customer shall provide a facility that is prepared for the installation of electronic equipment. This includes a clean, dust -free, and air-conditioned environment that is secure and quiet. The Customer is responsible for providing a secure job site and for the cost of loss or damage to audio, video, and lighting equipment delivered by Ford to the job site. e. Existing or Customer provided conduit and raceway must be in good condition for use and be sized appropriately for the requirements of the project. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 4 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 5 of 15 f. Electrical Power In the event that electrical power is required to be installed or conduit systems are required to support the audio/video systems, it is the responsibility of the Customer, at their expense, to provide complete and adequate electrical power and conduit, unless otherwise noted. g. Providing and preparing adequate space for the location of all equipment included in the system. If AV equipment is installed in a finished ceiling or wall, the Customer is responsible for the refinishing. h. Providing a clear area with adequate ventilation and air conditioning that maintains a room temperature not exceeding 75 degrees Fahrenheit in all rooms that are occupied by sound/audio/video/lighting equipment racks. Sound, audio, video, and lighting equipment produces heat which must be dissipated by ventilation or air conditioning. Prolonged operation at room temperatures above 75 degrees Fahrenheit will shorten the life of electronic equipment leading to premature failure of components. i. The Customer is responsible for the installation and registration of all software on OFE computers. Ford will provide the Customer with the system requirements for Ford provided software, but the Customer is responsible for installing it on the OFE PCs and/or OFE network. All software -related customer support shall be directly provided by the software manufacturer. Scaffolding or lifts provided by the Customer for use by Ford must meet OSHA safety standards and be satisfactory to meet the needs of the Ford installation personnel. In the event the Customer furnished scaffolding or lifts are unacceptable, Ford will present a change request detailing the additional cost and time extension required to complete the project. k. Ford is not licensed for and does not perform any electrical, structural, or mechanical engineering; in addition, Ford does not provide carpentry, painting, masonry, ceiling, or carpet laying work. 1. The Customer shall advise Ford in writing prior to signing a contract agreement regarding the existence of asbestos in any area that Ford may be required to work. The Ford safety policy does not allow any employee to perform work if any asbestos hazard exists. If asbestos is detected, Ford employees will be removed from the location until the location can be made safe in compliance with OSHA standard (1926.1101). Any incurred expenses related to the stoppage of work will be the responsibility of the Customer. 4. FORD SHALL BE RESPONSIBLE FOR: a. Providing line drawings for systems and equipment manuals electronically at no cost b. Fabrication and installation of video systems C. Providing recommendations for electrical power and conduits, to be provided and installed by the electrical contractor, for the video and control systems d. Installation of low voltage and video wiring for systems (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 5 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 6 of 15 e. Testing and alignment of video systems f. Training g. Warranty service h. Providing as -built drawings with wire numbers and labels C. INSTALLATION SCHEDULE Ford will provide system drawings, purchase and fabricate equipment, program control software, and do in -shop testing. The in -shop work will take approximately ten (10) to twelve (12) weeks prior to the beginning of the actual installation at the Customer's facility. Ford estimates the actual on -site installation, test out, and commissioning of this project will take seven (7) weeks. The total time required to complete the project is approximately nineteen (19) weeks from agreement execution. The completion of Ford's work depends upon the facility being secure, dust -free, air-conditioned, and quiet. Due to the ongoing delays in the equipment supply chain, delays in the scheduled installation of AV systems can occur. Ford will keep you informed if scheduling changes become necessary. 2. For Ford to meet the above completion schedule, it is important the Customer warrants there are no interruptions in the availability of the job site for Ford to perform its work. Additionally, a failure of the Customer to respond timely to Ford's written requests for information or Customer - approval of submittals will delay the project. Ford schedules its workforce weeks in advance in order to meet installation completion dates. The Customer shall notify Ford's Project Manager in the event the Customer changes the schedule or the Customer's other contractors fall behind in completing their portion of the work. D. EQUIPMENT LIST SECURITY 2025-RACK/POWER/ACCESSORIES (TIPS CONTRACT, #230901) Quantity Description Price Extension 20.00 WIRE MANAGEMENT 33.00 660.00 40.00 CABLES & CONNECTORS 33.00 1,320.00 96.00 MOUNTING HARDWARE 33.00 3,168.00 3.00 UBIQUITI PTP ALLOWANCE 1,600.00 4,800.00 2,500.00 WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR .45 1,125.00 200.00 WEST.254246EZBK 4P,23G,CAT6,PLNM,BLACK .33 66.00 Sub Total 11,139.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 6 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 7 of 15 SECURITY 2025-VIDEO (TIPS CONTRACT, #230901) Quantity Description Price Extension 1.00 AVIG.NVR6PRMD96 NVR6 PRM FORM D 96TB S22 34,558.00 34,558.00 11.00 AVIG.32CH5A4MH 4X8 MULTIHEAD CAMERA 2,343.00 25,773.00 3.00 AVIG.8CH5ADOlIR CAME,8MP,H5A,DOI,IR,OUTDOOR 1,310.00 3,930.00 8.00 AVIG.5.0CH5ABO2 CAME,5MP WDR, 9-22MM LENS IR 1,087.00 8,696.00 1.00 AVIG.61CH5PROB 61 MP H5 PRO BOX CAMERA 13,098.00 13,098.00 1.00 AVIG.LEF1506005 TAMRON 150-600MM F/5-6.3 VC G2 2,248.00 2,248.00 1.00 AVIG.12H5AFEDOI CAME,12MP FISHEYE OUTDOOR IR 985.00 985.00 11.00 AVIG.H5AMHADPEN OUTDOOR PENDANT MOUNT ADAPTER 147.00 1,617.00 11.00 AVIG.H5AMHDOCOV OUTDOOR DOME COVER FOR H5MH IR 147.00 1,617.00 11.00 AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND 288.00 3,168.00 11.00 AVIG.WLMT- 100 1 PENDANT WALL ARM ADAPTER 90.00 990.00 18.00 AVIG.H4MTPOLEI CAMERA POLE MOUNT ADAPTER 79.00 1,422.00 1.00 AVIG.ESHDMNTWBL BVIDEO JOINT WALL ARM FOR ES-H 693.00 693.00 1.00 AVIG.ESHDHSXL EXTRA LARGE CAMER ENCLOSURE FO 1,460.00 1,460.00 1.00 AVIG.ES-HD-IPM ACCE,POWER MODULE 201.00 201.00 1.00 AVIG.ESHDIRIP6 ACCE,LPR CAMERA IR ILLUMINATOR 585.00 585.00 Sub Total 101,041.00 SECURITY 2025-CONTROL (TIPS CONTRACT, #230901) Quantity Description Price Extension 25.00 AVIG.UNITY8-ENT UNITY 8 ENT CAMERA LICENSE 234.00 5,850.00 25.00 AVIG.ACCENTSMIY ACC ENTERPRISE SMART PLAN, 1 Y 24.00 600.00 Sub Total 6,450.00 SECURITY 2025-NON-CONTRACT Quantity Description Price Extension 20.00 INSC.LPS3400300 4 PORT 95W OUTDOOR MNG SWITCH 1,002.00 20,040.00 20.00 INSC.MMK001-L OUTDOOR POLE MOUNT KIT 50.00 1,000.00 19.00 UBIQ.INS3AFIG ACCE,INSTANT POE CONVERTER 27.00 513.00 25.00 DITE.DTKMRJPOEX POWE,SING CHAN POE PROTECTOR 73.00 1,825.00 Sub Total 23,378.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 7 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 8 of 15 LABOR (TIPS CONTRACT, #230901) Quantity Description Price Extension DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT, INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY 170,287.00 170,287.00 Sub Total 170,287.00 Merchandise: 142,008.00 Integration: 170,287.00 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 312,295.00 E. COST SUMMARY AND TERMS PROPOSED TOTAL: $312,295.00 TAXES: No taxes have been included in the project 'Total Amount,' unless specifically shown on the 'Sales Tax' line. All taxes are the responsibility of the Customer. If a taxis charged to Ford, the Customer will be responsible for reimbursing Ford for the cost. TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of the TIPS Contract, #230901. Ford shall issue monthly progress invoices. All invoices are due Net 30. EXTENDED WARRANTY: In addition to Ford's Standard Warranty, Ford offers a two and three-year extended warranty on the equipment and installation provided by Ford. The same warranty guarantees and limitations described in Section F of the proposal apply. With the purchase of the extended warranty, Ford will perform one (1) pre -scheduled preventative maintenance service call during the second year of the Extended Warranty and another in the third year of the Extended Warranty, if selected. The purpose of conducting this routine preventative maintenance (PM) visit is to check the general operation of the equipment and repair the systems if needed. This PM service call shall be scheduled in advance with the Customer, between 8:00 am and 5:00 pm, Monday through Friday, excluding holidays, and does not include expendable materials used (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.), system programming, or updating firmware. Year 2 only: Extended Warranty $9,464.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 8 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 9 of 15 Year 2 & 3: Extended Warranty $18,960.00 Additional service needs can be scheduled by emailing service@forday.com, or by calling 1-800-654-6744. ALTERNATIVE LEASING: Leasing options are available. Please contact your Ford Account Manager for more information. CC: Unless otherwise prohibited by law, a 3% bank interchange fee will be charged for using a credit card for payment. PRICE: The price stated above for this project is based upon the complete system being purchased and installed at one time. In the event the Customer selects to purchase less than the total project, delays purchase of any portion of the system, requires that the system be installed in phases, or delays the installation; Ford reserves the right to charge for additional labor, travel, and overhead. The price is valid for thirty (30) days from the date of this proposal. It is agreed that the estimated duration of Ford's portion of this project is nineteen (19) weeks from the proposal acceptance date. In the event of a delay or extension of time, through no fault of Ford, Ford shall be entitled to receive a change order for the additional cost of overhead and other costs resulting from the delay. In addition, any outstanding Customer unpaid invoices and unbilled costs incurred by Ford shall become due and payable regardless of contract scheduled payments. COMMENCEMENT OF WORK: Ford must receive the enclosed contract signed by the Customer and/or a Customer provided and Ford approved purchase order that specifically accepts and includes ALL terms and conditions outlined in this proposal, along with any payment terms and provisions included in this proposal before the agreement will be considered fully accepted and executed by Ford. Receipt of the above -mentioned documents and payments is a condition precedent to Ford's obligation to perform any work contemplated under this contract, including engineering the system, purchasing the equipment and scheduling the work crews for installation. In the event the Customer fails to pay Ford within the terms above, Ford reserves the right to stop work on the project until all payments are received by Ford in accordance with the terms. CREDIT: This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the Customer prior to execution by Ford and are subject to the credit terms of this Agreement. NON -SOLICITATION: The Customer and Ford mutually agree, because of the high cost of training an employee, that neither party shall solicit the employment of any employee of the other party, and shall not employ any employee or any person who was an employee of the other party at any (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 9 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 10 of 15 time during the relationship between the parties or for a period of one (1) year following the termination of any relationship between the parties. In the event of a breach of this section, the breaching party agrees to pay the other party an amount equal to the hired employee's annual wages as an agreed upon cost to replace the employee. F. GUARANTEES AND LIMITATIONS OF WARRANTIES FORD GUARANTEES THE FOLLOWING: a. Equipment will be new, unless noted otherwise. 2. STANDARD WARRANTY a. Equipment and installation provided by Ford in this proposal will be free of defects and will be repaired or replaced, free of charge, for a period of one (1) year from the date of substantial completion or the first date of beneficial use of the system, whichever date occurs first. Substantial completion shall be defined as the point where the work, or designated portion thereof, is sufficiently complete so that the system can be used for its intended purpose. b. Equipment and materials provided by Ford that were manufactured by other companies will be warranted under the warranty terms of the original manufacturer. C. The warranty does not include or cover expendable materials used with the system installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.). d. The warranty does not cover the updating of firmware in any device. e. Ford is not responsible for the reliability of systems that communicate using wireless technology. The performance of equipment utilizing wireless communications is inherently unreliable and will experience "dropouts", distortion, and loss of connectivity from time to time. Interference from other forms of radio frequency transmissions, such as radio and television broadcasts, cell phones, and computer wireless networks, is probable, and should be expected. f. Ford is not responsible for the performance, testing, or configuration of owner -furnished data networks that are used to transmit audio, video, and lighting program data and control signal data. IP-based videoconferencing systems rely upon data networks that can provide consistent bandwidth for the transmission. Videoconferencing that is transmitted over the Internet is subject to the intermittent and unreliable nature of the public network. In the event that the Customer's network is found to be the cause of defects in the quality of the audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L system and Ford's network engineers are required to troubleshoot or configure the Customer's network, the cost of this service will be invoiced to the Customer. g. Systems installed by Ford use network protocols to transmit content and data for audio, video, and control. Any modifications to the network, including, but not limited to, firmware updates, readdressing endpoints, or changes in hardware, including replacing audio, video, and control components, can cause the systems to fail. Failures, such as the (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 10 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 11 of 15 ones listed, are not warranty issues and therefore not covered under the Ford warranty described herein. h. The term "Software" as used in this document includes all editable source files, un-editable compiled files, graphical user interface files and functionality, audio digital signal processor (DSP) files, in whole and in part, produced under the terms of this agreement. Unless otherwise expressly agreed in writing, all Software created by Ford remains the property of Ford, and the Customer is hereby provided a license to use the Software for this project only. The Software may not be used on any other project, nor used for any purposes outside of this project, nor shared nor disclosed to anyone who is not an employee of the Customer's company without prior approval from Ford. i. Procedures such as routine preventative maintenance functions (e.g., keeping filters clean, keeping system environment free from foreign materials, etc.) are the responsibility of the Customer and is not included within this warranty agreement. Failure on the part of the Customer to perform these routine maintenance functions shall void this warranty. j. Ford will not be responsible for damages or cost of repairs due to modifications, adjustments, or additions to the system, or changes to the Software performed by personnel not authorized by Ford during the warranty period. Doing so will invalidate the warranty. k. Ford may withhold warranty service in the event that the Customer has an unpaid balance due to be paid to Ford. 1. DISCLAIMER OF ALL OTHER WARRANTIES YOUR DEVICES(S), EQUIPMENT, FORD'S SERVICES, AND/OR YOUR USE OF FORD'S SERVICES DO NOT CAUSE AND CANNOT ELIMINATE OCCURRENCES OF THE EVENTS THEY ARE INTENDED TO DETECT OR AVERT, INCLUDING, BUT NOT LIMITED TO, FIRES, FLOODS, BURGLARIES, TORTS, ROBBERIES, OTHER CRIMINAL ACTIVITY, AND MEDICAL PROBLEMS. TO THE FULLEST EXTENT ALLOWABLE BY STATE LAW, FORD MAKES NO GUARANTY OR WARRANTY, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, THAT YOUR DEVICES(S), FORD'S SERVICES, AND/OR YOUR USE OF FORD'S SERVICES WILL DETECT OR AVERT SUCH INCIDENTS OR THEIR CONSEQUENCES. FORD DOES NOT UNDERTAKE ANY RISK THAT YOU OR YOUR PROPERTY, OR THE PERSON OR PROPERTY OF OTHERS, MAY BE SUBJECT TO INJURY OR LOSS IF SUCH AN EVENT OCCURS. THE ALLOCATION OF SUCH RISK REMAINS WITH YOU, NOT FORD. YOU RELEASE, WAIVE, DISCHARGE, AND PROMISE NOT TO SUE OR BRING ANY CLAIM OF ANY TYPE AGAINST FORD OR ITS THIRD -PARTY PROVIDERS FOR LOSS, DAMAGE, OR INJURY RELATING IN AN WAY TO THE DEVICES OR SERVICES PROVIDED BY FORD. OWNER -FURNISHED EQUIPMENT (OFE): a. Ford's intent is to provide a complete system including all equipment. In some cases, the Customer may own equipment which they desire to be included with the installation. Ford identifies this as OFE. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 11 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 12 of 15 b. The use of OFE is solely for the convenience of the Customer and is not included in the warranty or guarantee provided. C. Ford shall take reasonable care in handling OFE and install it according to standard industry practices; however, Ford takes no responsibility for the operation, performance, appearance, or effects of OFE before, during, or after its integration into the system. Ford reserves the right to accept or reject OFE based on the equipment's service record, or lack thereof, poor condition, or out of date software/firmware. Ford will not accept OFE that is purchased by the Customer to replace equipment that is specified in this proposal. d. In the event that OFE does not function properly, Ford shall notify the Customer to determine if the OFE is to be a) repaired, b) an alternate unit provided by the Customer, c) the unit is not to be used, or d) Ford is to provide a new unit. Ford shall provide a cost to the Customer for the work to be done. The Customer will authorize any additional costs to the job. e. The existing equipment, removed as a courtesy by Ford, that is not being reused, shall be handed over to the Customer. Ford is not responsible for the existing equipment or its condition when received by the Customer. G. TRAINING AND DOCUMENTATION TRAINING INCLUDED: a. Ford will host a training session near the completion of installation. All system users and interested people should attend this training so that all questions can be answered during this training. b. During the training, if requested, Ford personnel will attend the initial first use of the system and assist the Customer's operators and users in the operation of the Ford -installed system. H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION VISUAL INSPECTION: a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some buildings may have inherent design and/or construction that is not visibly recognizable and is outside of normal standard and customary building procedures. If the walls, floors or ceiling are found to be constructed in a manner that wire cannot be pulled or equipment cannot be mounted or otherwise installed without labor or materials in excess of those anticipated by both parties and proposed herein, the Customer agrees to be responsible for any adjustments in the labor and materials required to perform the installation. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 12 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 13 of 15 2. EXISTING CONDITIONS: a. Acoustics and Noise In facilities where Ford is providing a sound or audio system, the Customer is responsible for providing an environment free of ambient noise and excessive reverberation and echoes. 1) Typically, ambient noise is created by HVAC systems (Heating, Ventilation, and Air Conditioning), plumbing, or other mechanical systems in the building. In general, Ford recommends that the ambient noise sound pressure level not exceed NC35 (Noise Criteria) or 35 dB A scale. 2) Long reverberation times and echoes are normally the result of hard wall, floor, and ceiling surfaces found in some rooms. Typically, Ford recommends that the reverb time does not exceed 1.5 seconds where the primary use is the communication of speech. The production of other types of music may require longer reverberation times. In the event that echoes exist, absorptive or diffusive wall and ceiling panels may be required to eliminate or minimize the detrimental effects of the echoes. 3) Ford is not responsible for any costs related to reducing the ambient noise or modifying the acoustics of the Customer's facilities. Vibrations caused by HVAC units, pumps, environmental issues (loud adjacent spaces, traffic, airplanes, etc.), or general construction materials and methods, can cause unwanted audio intelligibility issues and image issues with cameras, video projectors, flat panel displays, and direct view LED video wall walls. Issues such as these typically require specialized engineers and contractors and are not the responsibility of Ford. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 13 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 14 of 15 I. ACCEPTANCE The Customer's personnel will be notified by Ford upon completion of the installation. 2. Demonstration of system performance will be during the training session. Participants at the performance demonstration shall include personnel representing Ford and personnel representing City of Southlake who are authorized to accept the system as complete and make final payment. This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the signed install agreement for review and acceptance. This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to Ford. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford. We appreciate the opportunity to work with you on this project. If you have any questions or need additional information, please contact me at 972-241-9966. Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Voice: 972-241-9966 E-mail: ruthe@forday.com Website: www.forday.com (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 14 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bicentennial FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 15 of 15 SYSTEM INSTALLATION AGREEMENT Between CITY OF SOUTHLAKE and FORD AUDIO -VIDEO SYSTEMS, LLC This is to signify that City of Southlake and Ford Audio -Video Systems, LLC have entered into a contract, in the amount of $312,295.00, for the purchase and installation of equipment and services described in the attached proposal. Add Year 2 only Extended Warranty: $9,464.00 No Add Year 2 & 3 Extended Warranty: $18,960.00 Customer Accepts Customer Accepts City of Southlake and Ford Audio -Video Systems, LLC, by and through their respective signatories to the Agreement, each represent to the other that they are authorized to enter into this Agreement. We do both agree to abide by the terms and conditions of this Agreement. FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Mathew Scott Hall Senior Vice President Date CITY OF SOUTHLAKE Authorized Signature Printed Name and Title Date (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302250 - Bicentennial Park 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 302250-Bicentennial FY 25.Revl.docx, 10/29/2024 1:00 PM) Page 15 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. Ford AV Quote for The Southlake Tennis Center orcj4DAV qg"p"A& e"WWWZf4&1 REVISED October 29, 2024 Ms. Hannah Runnels City of Southlake 1400 Main Street Southlake, TX 76092 RE: Tennis FY 25 Dear Ms. Runnels: Ford Audio -Video Systems, LLC (Ford) respectfully submits for your consideration the attached proposal, which covers the details of the system requirements in the following outline: A. Introduction B. Description of Work and Responsibilities C. Installation Schedule D. Equipment List E. Cost Summary and Terms F. Guarantees and Limitations of Warranty G. Training and Documentation H. Building Construction and Installation I. Acceptance The proposed systems are based upon our understanding of your requirements as communicated to us during our meetings and conversations. If there are any changes that need to be made, please let us know. We invite you to compare our systems with any other: in quality, price, and professionalism of installation, we are second to none. This proposal contains confidential pricing, design, and installation information that is proprietary to Ford and utilizes Ford Audio -Video Systems, LLC's TIPS Contract, #230901. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford. Please let us know if any questions arise. We look forward to serving you. Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Mathew Scott Hall Senior Account Manager Senior Vice President Voice: 972-241-9966 Email: ruthe@forday.com Website: www.forday.com 4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.forday.com City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 2 of 14 Proposal For City of Southlake, Southlake, TX A. INTRODUCTION This proposal provides a description of the technology incorporated into the systems, lists the major equipment and components, and states the terms, conditions, and responsibilities. Individual components and quantities may be changed, deleted, added, or designated as optional to be added to the system at a future date. B. DESCRIPTION OF WORK Ford shall provide and install the following systems for the City of Southlake, TX (Customer) in their remodel project: TENNIS CENTER VIDEO SURVEILLANCE PHASE II a. Three (3) 32 MP multi -head camera assemblies, each with four (4) x 8MP (multi -head) with a 360 view shall be provided and mounted on three (3) existing light poles near the walkway south of the northernmost courts. b. One (1) 32 MP multi -head camera assembly with four (4) x 8MP (multi -head) with a 360` view shall be provided and mounted on the existing light pole on the northeast of the Pro Shop. C. One (1) 32 MP multi -head camera assembly with four (4) x 8MP (multi -head) with a 360` view shall be provided and mounted on the existing light pole west of the Championship Court. d. Four (4) 32 MP multi -head camera assemblies, each with four (4) x 8MP (multi -head) with a 360 view shall be provided and mounted on four (4) existing light poles near the walkway north of the southernmost courts. e. One (1) 8MP outdoor camera shall be provided and installed on the south exterior wall of the maintenance shed. f. Two (2) 32 MP multi -head camera assemblies, each with four (4) x 8MP (multi -head) with a 360 view shall be provided and mounted on two (2) existing light poles west of the pond and east of the Field Hockey field. g. Two (2) 32 MP multi -head camera assemblies, each with four (4) x 8MP (multi -head) with a 360 view shall be provided and mounted on two (2) existing light poles on the west side of the Field Hockey field. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 2 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 3 of 14 h. One (1) 32 MP multi -head camera assembly with four (4) x 8MP (multi -head) with a 360` view shall be provided and mounted on the existing light pole on Freedom Lane west of the entrance from Bicentennial Drive. i. One (1) 8MP outdoor camera shall be provided and installed on an existing light pole on east bound Unity Way, east of the traffic circle to capture the area facing south. One (1) 8MP outdoor box camera shall be provided and pole mounted to capture the covered seating area on the south side of the facility. All cameras shall be equipped with the Avigilon ACC8 Enterprise Edition camera license. k. Fifteen (15) wireless data transmitter/receivers shall be provided and installed existing light poles (one [ 1 ] each) to connect the locally installed camera to the existing NVR. 1. Fifteen (15) outdoor rated, 4-port network switches shall be provided and installed, one (1) per pole mounted camera, to connect the outdoor pole mounted camera to the network switch. M. Electrical for all camera endpoints mounted on existing light poles is included in this proposal 1) All work shall be completed by licensed, insured and/or certified trade contractors and permitted and/or approved by the City of Southlake. 2. THE CUSTOMER SHALL BE RESPONSIBLE FOR: a. The Customer shall have a representative (one [ 1 ] person selected by the Customer) available throughout the installation to make decisions on behalf of the Customer concerning the installation. The purpose is to ensure that communication between the Customer and Ford is accurate and responsive in the event of questions or problems that may arise during installation. b. When the Customer's IT network is to be the interface for the operation of AV and control systems, the network must be fully operational at the time of Ford's arrival at the job site for installation. Failure to provide a fully operational network(s) could delay the installation and require a change order for completion. C. The Customer shall clear the rooms involved in the installation of all activities during the period of installation. Ford will work with the Customer to schedule the installation. Hours or days of work lost by the installation crew due to the inability to work as planned will be charged to the Customer based on the extra labor and expenses required. Ford reserves the right to modify payment terms of this Agreement if equipment is ordered and received by Ford for this project and the project is delayed, postponed, or canceled, for any reason. Ford will invoice the Customer for the equipment that has been received, or any custom ordered items, based on pricing established in this Agreement. d. The Customer shall provide a facility that is prepared for the installation of electronic equipment. This includes a clean, dust -free, and air-conditioned environment that is (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 3 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 4 of 14 secure and quiet. The Customer is responsible for providing a secure job site and for the cost of loss or damage to audio, video, and lighting equipment delivered by Ford to the job site. e. Existing or Customer provided conduit and raceway must be in good condition for use and be sized appropriately for the requirements of the project. f. Electrical Power In the event that electrical power is required to be installed or conduit systems are required to support the audio/video systems, it is the responsibility of the Customer, at their expense, to provide complete and adequate electrical power and conduit, unless otherwise noted. g. Providing and preparing adequate space for the location of all equipment included in the system. If AV equipment is installed in a finished ceiling or wall, the Customer is responsible for the refinishing. h. Providing a clear area with adequate ventilation and air conditioning that maintains a room temperature not exceeding 75 degrees Fahrenheit in all rooms that are occupied by sound/audio/video/lighting equipment racks. Sound, audio, video, and lighting equipment produces heat which must be dissipated by ventilation or air conditioning. Prolonged operation at room temperatures above 75 degrees Fahrenheit will shorten the life of electronic equipment leading to premature failure of components. i. The Customer is responsible for the installation and registration of all software on OFE computers. Ford will provide the Customer with the system requirements for Ford provided software, but the Customer is responsible for installing it on the OFE PCs and/or OFE network. All software -related customer support shall be directly provided by the software manufacturer. Scaffolding or lifts provided by the Customer for use by Ford must meet OSHA safety standards and be satisfactory to meet the needs of the Ford installation personnel. In the event the Customer furnished scaffolding or lifts are unacceptable, Ford will present a change request detailing the additional cost and time extension required to complete the project. k. Ford is not licensed for and does not perform any electrical, structural, or mechanical engineering; in addition, Ford does not provide carpentry, painting, masonry, ceiling, or carpet laying work. 1. The Customer shall advise Ford in writing prior to signing a contract agreement regarding the existence of asbestos in any area that Ford may be required to work. The Ford safety policy does not allow any employee to perform work if any asbestos hazard exists. If asbestos is detected, Ford employees will be removed from the location until the location can be made safe in compliance with OSHA standard (1926.1101). Any incurred expenses related to the stoppage of work will be the responsibility of the Customer. FORD SHALL BE RESPONSIBLE FOR: a. Providing line drawings for systems and equipment manuals electronically at no cost (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 4 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 5 of 14 b. Fabrication and installation of video systems C. Providing recommendations for electrical power and conduits, to be provided and installed by the electrical contractor, for the video and control systems d. Installation of low voltage and video wiring for systems e. Testing and alignment of video systems f. Training g. Warranty service h. Providing as -built drawings with wire numbers and labels C. INSTALLATION SCHEDULE 1. Ford will provide system drawings, purchase and fabricate equipment, program control software, and do in -shop testing. The in -shop work will take approximately ten (10) to twelve (12) weeks prior to the beginning of the actual installation at the Customer's facility. Ford estimates the actual on -site installation, test out, and commissioning of this project will take six (6) weeks. The total time required to complete the project is approximately eighteen (18) weeks from agreement execution. The completion of Ford's work depends upon the facility being secure, dust -free, air-conditioned, and quiet. Due to the ongoing delays in the equipment supply chain, delays in the scheduled installation of AV systems can occur. Ford will keep you informed if scheduling changes become necessary. 2. For Ford to meet the above completion schedule, it is important the Customer warrants there are no interruptions in the availability of the job site for Ford to perform its work. Additionally, a failure of the Customer to respond timely to Ford's written requests for information or Customer - approval of submittals will delay the project. Ford schedules its workforce weeks in advance in order to meet installation completion dates. The Customer shall notify Ford's Project Manager in the event the Customer changes the schedule or the Customer's other contractors fall behind in completing their portion of the work. D. EQUIPMENT LIST TENNIS COURT CCTV 2025-RACK/POWER/ACCESSORIES (TIPS CONTRACT, #230901) Quantity Description 2,500.00 WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR 200.00 WEST.25224B WIRE,2C,#18,PLENUM 200.00 WEST.2529113 2,COND,22,7X30,BARE,SHLD,CMP Price Extension .45 1,125.00 .18 36.00 .12 24.00 Sub Total 1,185.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 5 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 6 of 14 TENNIS COURT CCTV 2025-VIDEO (TIPS CONTRACT, #230901) Quantity Description Price Extension 14.00 AVIG.32CH5A4MH 4X8 MULTIHEAD CAMERA 2,343.00 32,802.00 2.00 AVIG.8CH6ADO1IR 8MP H6A OUTDOOR DOME CAMERA IR 1,367.00 2,734.00 1.00 AVIG.8CH6ABO2IR 8MP H6A B02 OUTDOOR BULLET IR 1,663.00 1,663.00 14.00 AVIG.H5AMHADPEN OUTDOOR PENDANT MOUNT ADAPTER 140.00 1,960.00 14.00 AVIG.H5AMHDOCOV OUTDOOR DOME COVER FOR H5MH IR 147.00 2,058.00 14.00 AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND 288.00 4,032.00 14.00 AVIG.POE60U1BTE GIGABIT 60W POE INJECTOR INDOO 131.00 1,834.00 14.00 AVIG.WLMT-1001 PENDANT WALL ARM ADAPTER 90.00 1,260.00 1.00 AVIG.H4BOJBOX1 SECU,JUNCT BX FOR H4ABOIR CAM 79.00 79.00 Sub Total 48,422.00 TENNIS COURT CCTV 2025-CONTROL (TIPS CONTRACT, #230901) Quantity Description Price Extension 17.00 AVIG.UNITY8-ENT UNITY 8 ENT CAMERA LICENSE 234.00 3,978.00 Sub Total 3,978.00 TENNIS COURT CCTV 2025-NON-CONTRACT Quantity Description Price Extension 20.00 WIRE MANAGEMENT 33.00 660.00 24.00 CABLES & CONNECTORS 33.00 792.00 72.00 MOUNTING HARDWARE 33.00 2,376.00 17.00 DITE.DTKMRJPOEX POWE,SING CHAN POE PROTECTOR 73.00 1,241.00 16.00 UBIQ.ETHSPG2 POWE,ETHERNET SURGE PROT GEN 2 14.00 224.00 17.00 MICRO SD CARD ALLOWANCE 47.00 799.00 15.00 INSC.LPS3400300 4 PORT 95W OUTDOOR MNG SWITCH 1,002.00 15,030.00 15.00 INSC.MMK001-L OUTDOOR POLE MOUNT KIT 50.00 750.00 4.00 UBIQUITI MOUNTING ALLOWANCE 667.00 2,668.00 16.00 UBIQ.INS3AFIG ACCE,INSTANT POE CONVERTER 27.00 432.00 3.00 UBIQUITI NS-5AC-US ALLOWANCE 2,000.00 6,000.00 Sub Total 30,972.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 6 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 7 of 14 LABOR (TIPS CONTRACT, #230901) Quantity Description Price Extension DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT, INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY 145,366.00 145,366.00 Sub Total 145,366.00 Merchandise: 84,557.00 Integration: 145,366.00 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 229,923.00 E. COST SUMMARY AND TERMS PROPOSED TOTAL: $229,923.00 TAXES: No taxes have been included in the project 'Total Amount,' unless specifically shown on the 'Sales Tax' line. All taxes are the responsibility of the Customer. If a taxis charged to Ford, the Customer will be responsible for reimbursing Ford for the cost. TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of the TIPS Contract, #230901. Ford shall issue monthly progress invoices All invoices are due Net 30. EXTENDED WARRANTY: In addition to Ford's Standard Warranty, Ford offers a two and three-year extended warranty on the equipment and installation provided by Ford. The same warranty guarantees and limitations described in Section F of the proposal apply. With the purchase of the extended warranty, Ford will perform one (1) pre -scheduled preventative maintenance service call during the second year of the Extended Warranty and another in the third year of the Extended Warranty, if selected. The purpose of conducting this routine preventative maintenance (PM) visit is to check the general operation of the equipment and repair the systems if needed. This PM service call shall be scheduled in advance with the Customer, between 8:00 am and 5:00 pm, Monday through Friday, excluding holidays, and does not include expendable materials used (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.), system programming, or updating firmware. Year 2 only: Extended Warranty $8,587.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 7 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 8 of 14 Year 2 & 3: Extended Warranty $17,196.00 Additional service needs can be scheduled by emailing service@forday.com, or by calling 1-800-654-6744. Leasing options are available. Please contact your Ford Account Manager for more information. CC: Unless otherwise prohibited by law, a 3% bank interchange fee will be charged for using a credit card for payment. PRICE: The price stated above for this project is based upon the complete system being purchased and installed at one time. In the event the Customer selects to purchase less than the total project, delays purchase of any portion of the system, requires that the system be installed in phases, or delays the installation; Ford reserves the right to charge for additional labor, travel, and overhead. The price is valid for thirty (30) days from the date of this proposal. It is agreed that the estimated duration of Ford's portion of this project is eighteen (18) weeks from the proposal acceptance date. In the event of a delay or extension of time, through no fault of Ford, Ford shall be entitled to receive a change order for the additional cost of overhead and other costs resulting from the delay. In addition, any outstanding Customer unpaid invoices and unbilled costs incurred by Ford shall become due and payable regardless of contract scheduled payments. COMMENCEMENT OF WORK: Ford must receive the enclosed contract signed by the Customer and/or a Customer provided and Ford approved purchase order that specifically accepts and includes ALL terms and conditions outlined in this proposal, along with any payment terms and provisions included in this proposal before the agreement will be considered fully accepted and executed by Ford. Receipt of the above -mentioned documents and payments is a condition precedent to Ford's obligation to perform any work contemplated under this contract, including engineering the system, purchasing the equipment and scheduling the work crews for installation. In the event the Customer fails to pay Ford within the terms above, Ford reserves the right to stop work on the project until all payments are received by Ford in accordance with the terms. CREDIT: This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the Customer prior to execution by Ford and are subject to the credit terms of this Agreement. NON -SOLICITATION: The Customer and Ford mutually agree, because of the high cost of training an employee, that neither party shall solicit the employment of any employee of the other party, and shall (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 8 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 9 of 14 not employ any employee or any person who was an employee of the other parry at any time during the relationship between the parties or for a period of one (1) year following the termination of any relationship between the parties. In the event of a breach of this section, the breaching party agrees to pay the other party an amount equal to the hired employee's annual wages as an agreed upon cost to replace the employee. FORD GUARANTEES THE FOLLOWING: a. Equipment will be new, unless noted otherwise. : ► D :: O .::::MM11`I a. Equipment and installation provided by Ford in this proposal will be free of defects and will be repaired or replaced, free of charge, for a period of one (1) year from the date of substantial completion or the first date of beneficial use of the system, whichever date occurs first. Substantial completion shall be defined as the point where the work, or designated portion thereof, is sufficiently complete so that the system can be used for its intended purpose. b. Equipment and materials provided by Ford that were manufactured by other companies will be warranted under the warranty terms of the original manufacturer. C. The warranty does not include or cover expendable materials used with the system installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.). d. The warranty does not cover the updating of firmware in any device. e. Ford is not responsible for the reliability of systems that communicate using wireless technology. The performance of equipment utilizing wireless communications is inherently unreliable and will experience "dropouts", distortion, and loss of connectivity from time to time. Interference from other forms of radio frequency transmissions, such as radio and television broadcasts, cell phones, and computer wireless networks, is probable, and should be expected. f. Ford is not responsible for the performance, testing, or configuration of owner -furnished data networks that are used to transmit audio, video, and lighting program data and control signal data. IP-based videoconferencing systems rely upon data networks that can provide consistent bandwidth for the transmission. Videoconferencing that is transmitted over the Internet is subject to the intermittent and unreliable nature of the public network. In the event that the Customer's network is found to be the cause of defects in the quality of the audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L system and Ford's network engineers are required to troubleshoot or configure the Customer's network, the cost of this service will be invoiced to the Customer. g. Systems installed by Ford use network protocols to transmit content and data for audio, video, and control. Any modifications to the network, including, but not limited to, firmware updates, readdressing endpoints, or changes in hardware, including replacing (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 9 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 10 of 14 audio, video, and control components, can cause the systems to fail. Failures, such as the ones listed, are not warranty issues and therefore not covered under the Ford warranty described herein. h. The term "Software" as used in this document includes all editable source files, un-editable compiled files, graphical user interface files and functionality, audio digital signal processor (DSP) files, in whole and in part, produced under the terms of this agreement. Unless otherwise expressly agreed in writing, all Software created by Ford remains the property of Ford, and the Customer is hereby provided a license to use the Software for this project only. The Software may not be used on any other project, nor used for any purposes outside of this project, nor shared nor disclosed to anyone who is not an employee of the Customer's company without prior approval from Ford. i. Procedures such as routine preventative maintenance functions (e.g., keeping filters clean, keeping system environment free from foreign materials, etc.) are the responsibility of the Customer and is not included within this warranty agreement. Failure on the part of the Customer to perform these routine maintenance functions shall void this warranty. Ford will not be responsible for damages or cost of repairs due to modifications, adjustments, or additions to the system, or changes to the Software performed by personnel not authorized by Ford during the warranty period. Doing so will invalidate the warranty. k. Ford may withhold warranty service in the event that the Customer has an unpaid balance due to be paid to Ford. 1. DISCLAIMER OF ALL OTHER WARRANTIES YOUR DEVICES(S), EQUIPMENT, FORD'S SERVICES, AND/OR YOUR USE OF FORD'S SERVICES DO NOT CAUSE AND CANNOT ELIMINATE OCCURRENCES OF THE EVENTS THEY ARE INTENDED TO DETECT OR AVERT, INCLUDING, BUT NOT LIMITED TO, FIRES, FLOODS, BURGLARIES, TORTS, ROBBERIES, OTHER CRIMINAL ACTIVITY, AND MEDICAL PROBLEMS. TO THE FULLEST EXTENT ALLOWABLE BY STATE LAW, FORD MAKES NO GUARANTY OR WARRANTY, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, THAT YOUR DEVICES(S), FORD'S SERVICES, AND/OR YOUR USE OF FORD'S SERVICES WILL DETECT OR AVERT SUCH INCIDENTS OR THEIR CONSEQUENCES. FORD DOES NOT UNDERTAKE ANY RISK THAT YOU OR YOUR PROPERTY, OR THE PERSON OR PROPERTY OF OTHERS, MAY BE SUBJECT TO INJURY OR LOSS IF SUCH AN EVENT OCCURS. THE ALLOCATION OF SUCH RISK REMAINS WITH YOU, NOT FORD. YOU RELEASE, WAIVE, DISCHARGE, AND PROMISE NOT TO SUE OR BRING ANY CLAIM OF ANY TYPE AGAINST FORD OR ITS THIRD -PARTY PROVIDERS FOR LOSS, DAMAGE, OR INJURY RELATING IN AN WAY TO THE DEVICES OR SERVICES PROVIDED BY FORD. OWNER -FURNISHED EQUIPMENT (OFE): a. Ford's intent is to provide a complete system including all equipment. In some cases, the Customer may own equipment which they desire to be included with the installation. Ford identifies this as OFE. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 10 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 11 of 14 b. The use of OFE is solely for the convenience of the Customer and is not included in the warranty or guarantee provided. C. Ford shall take reasonable care in handling OFE and install it according to standard industry practices; however, Ford takes no responsibility for the operation, performance, appearance, or effects of OFE before, during, or after its integration into the system. Ford reserves the right to accept or reject OFE based on the equipment's service record, or lack thereof, poor condition, or out of date software/firmware. Ford will not accept OFE that is purchased by the Customer to replace equipment that is specified in this proposal. d. In the event that OFE does not function properly, Ford shall notify the Customer to determine if the OFE is to be a) repaired, b) an alternate unit provided by the Customer, c) the unit is not to be used, or d) Ford is to provide a new unit. Ford shall provide a cost to the Customer for the work to be done. The Customer will authorize any additional costs to the job. e. The existing equipment, removed as a courtesy by Ford, that is not being reused, shall be handed over to the Customer. Ford is not responsible for the existing equipment or its condition when received by the Customer. G. TRAINING AND DOCUMENTATION N0711►11►101►[aW81DWI 03 a. Ford will host a training session near the completion of installation. All system users and interested people should attend this training so that all questions can be answered during this training. b. During the training, if requested, Ford personnel will attend the initial first use of the system and assist the Customer's operators and users in the operation of the Ford -installed system. H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION 1. VISUAL INSPECTION: a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some buildings may have inherent design and/or construction that is not visibly recognizable and is outside of normal standard and customary building procedures. If the walls, floors or ceiling are found to be constructed in a manner that wire cannot be pulled or equipment cannot be mounted or otherwise installed without labor or materials in excess of those anticipated by both parties and proposed herein, the Customer agrees to be responsible for any adjustments in the labor and materials required to perform the installation. 2. EXISTING CONDITIONS: a. Acoustics and Noise (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page l l of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 12 of 14 In facilities where Ford is providing a sound or audio system, the Customer is responsible for providing an environment free of ambient noise and excessive reverberation and echoes. 1) Typically, ambient noise is created by HVAC systems (Heating, Ventilation, and Air Conditioning), plumbing, or other mechanical systems in the building. In general, Ford recommends that the ambient noise sound pressure level not exceed NC35 (Noise Criteria) or 35 dB A scale. 2) Long reverberation times and echoes are normally the result of hard wall, floor, and ceiling surfaces found in some rooms. Typically, Ford recommends that the reverb time does not exceed 1.5 seconds where the primary use is the communication of speech. The production of other types of music may require longer reverberation times. In the event that echoes exist, absorptive or diffusive wall and ceiling panels may be required to eliminate or minimize the detrimental effects of the echoes. 3) Ford is not responsible for any costs related to reducing the ambient noise or modifying the acoustics of the Customer's facilities. Vibrations caused by HVAC units, pumps, environmental issues (loud adjacent spaces, traffic, airplanes, etc.), or general construction materials and methods, can cause unwanted audio intelligibility issues and image issues with cameras, video projectors, flat panel displays, and direct view LED video wall walls. Issues such as these typically require specialized engineers and contractors and are not the responsibility of Ford. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 12 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 13 of 14 I. ACCEPTANCE The Customer's personnel will be notified by Ford upon completion of the installation. 2. Demonstration of system performance will be during the training session. Participants at the performance demonstration shall include personnel representing Ford and personnel representing City of Southlake who are authorized to accept the system as complete and make final payment. This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the signed install agreement for review and acceptance. This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to Ford. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford. We appreciate the opportunity to work with you on this project. If you have any questions or need additional information, please contact me at 972-241-9966. Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Voice: 972-241-9966 E-mail: ruthe@forday.com Website: www.forday.com (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 13 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Tennis FY 25 Submitted By: Ehren Rutherford, Senior Account Manager REVISDE October 29, 2024 Page 14 of 14 SYSTEM INSTALLATION AGREEMENT Between CITY OF SOUTHLAKE and FORD AUDIO -VIDEO SYSTEMS, LLC This is to signify that City of Southlake and Ford Audio -Video Systems, LLC have entered into a contract, in the amount of $229,923.00, for the purchase and installation of equipment and services described in the attached proposal. Add Year 2 only Extended Warranty: $8,587.00 No Add Year 2 & 3 Extended Warranty: $17,196.00 Customer Accepts Customer Accepts City of Southlake and Ford Audio -Video Systems, LLC, by and through their respective signatories to the Agreement, each represent to the other that they are authorized to enter into this Agreement. We do both agree to abide by the terms and conditions of this Agreement. FORD AUDIO -VIDEO SYSTEMS, LLC CITY OF SOUTHLAKE Ehren Rutherford Senior Account Manager Mathew Scott Hall Senior Vice President Date Authorized Signature Printed Name and Title Date (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 302251 -Tennis CCTV 2025\Proposal-Final\scjw-RUTHE-CSTXGRA- 30225 1 -Tennis FY 25.Revl.docx, 10/29/2024 3:39 PM) Page 14 of 14 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. Ford AV Quote for North Park ;tmjtwirj��*M REVISED October 29, 2024 Ms. Hannah Runnels City of Southlake 1400 Main Street, Suite 420 Southlake, TX 76092 RE: North Park Video Surveillance Dear Ms. Runnels: Ford Audio -Video Systems, LLC (Ford) respectfully submits for your consideration the attached proposal, which covers the details of the system requirements in the following outline: A. Introduction B. Description of Work and Responsibilities C. Installation Schedule D. Equipment List E. Cost Summary and Terms F. Guarantees and Limitations of Warranty G. Training and Documentation H. Building Construction and Installation I. Acceptance The proposed systems are based upon our understanding of your requirements as communicated to us during our meetings and conversations. If there are any changes that need to be made, please let us know. We invite you to compare our systems with any other: in quality, price, and professionalism of installation, we are second to none. This proposal contains confidential pricing, design, and installation information that is proprietary to Ford and utilizes Ford Audio -Video Systems, LLC's TIPS Contract, #230901. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford. Please let us know if any questions arise. We look forward to serving you Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Voice: 972-241-9966 Email: ruthe@forday.com Website: www.forday.com FORD AUDIO -VIDEO SYSTEMS, LLC A u&/6� Mathew Scott Hall Senior Vice President 4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.forday.com City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 2 of 15 Proposal For City of Southlake, Southlake, TX A. INTRODUCTION This proposal provides a description of the technology incorporated into the systems, lists the major equipment and components, and states the terms, conditions, and responsibilities. Individual components and quantities may be changed, deleted, added, or designated as optional to be added to the system at a future date. B. DESCRIPTION OF WORK Ford shall provide and install the following systems for the City of Southlake of Southlake, TX (Customer) in their remodel project: NORTH PARK VIDEO SURVEILLANCE a. EQUIPMENT RACK 1) One (1) 10-space equipment rack with fans and power distribution shall be provided and installed in the concessions building to house the camera system components. a) The Customer is responsible for providing electrical power and a live network drop to the rack location. 2) One (1) 96 TB Avigilon HD network video recorder (NVR) shall be provided and installed in the owner furnished equipment (OFE) equipment rack in the IT closet. 3) One (1) 24-port POE+ network switch shall be provided and installed in the equipment rack in the concessions building to connect the cameras to the NVR. b. CAMERAS 1) Eleven (11) 32 MP multi -head camera assemblies with a 360' field of view shall be provided and mounted on existing light poles located in and around nine (9) competition soccer fields to capture the nearby areas. 2) Four (4) 32 MP multi -head camera assemblies with a 360' field of view shall be provided and mounted on existing light poles located in the parking lot to capture the nearby areas. 3) Two (2) 8 MP cameras shall be provided and installed on existing light poles in the parking lot to capture the field to the west. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 2 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 3 of 15 4) Three (3) 8 MP cameras shall be provided and installed on existing light poles in the DPS North overflow parking lot to capture the field to the west of the North Park parking lot. 5) One (1) 8 MP camera and one (1) 26 MP pro camera shall be provided and mounted on an existing pole near the walkway north of practice field to capture the area to the south. 6) One (1) 32 MP multi -head camera assembly with a 360' field of view shall be provided and mounted on the northeast corner of the covered patio to capture the nearby areas. 7) One (1) 24 MP multi -head camera assembly with a 270' field of view shall be provided and mounted on the east corner of the concession building's exterior to capture the nearby areas. 8) One (1) 24 MP multi -head camera assembly with a 270' field of view shall be provided and mounted on the south corner of the bell tower to capture the nearby areas. 9) One (1) 24 MP multi -head camera assembly with a 270' field of view shall be provided and mounted on the west corner of the bell tower to capture the nearby areas. 10) One (1) 24 MP multi -head camera assembly with a 270' field of view shall be provided and mounted on the west corner of the restroom building's exterior to capture the nearby areas. 11) One (1) 8 MP outdoor camera shall be provided and mounted on the north exterior wall to capture the walking path from the circle. 12) One (1) 6 MP dome camera shall be provided, and ceiling mounted on the northwest corner of the patio to capture the nearby area. 13) One (1) modular camera system with two (2) 3 MP cameras shall be provided and installed at the concession stand service window, one (1) inside and one (1) outside to capture transactions. 14) Two (2) ceiling microphones shall be provided, and ceiling mounted at the concession stand service window, one (1) inside and one (1) outside to capture audio. 15) One (1) 8 MP camera shall be provided and installed on the northeast corner of the patio to capture the area to the east. 16) Two (2) 4 MP dome cameras shall be provided and ceiling mounted inside the concession stand to capture the interior of the concession stand. 17) All cameras shall be equipped with the Avigilon Unity 8 Enterprise Edition camera license. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 3 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 4 of 15 18) One (1) 4-port POE network switch with an outdoor rated enclosure shall be provided and installed on each existing pole with an installed camera (thirty-three [33] total). 19) One (1) wireless data transmitter/receiver shall be provided and installed on each of poles located where a camera and an outdoor network switch are installed. 20) Electrical for all camera endpoints mounted on existing light poles is included in this proposal a) All work shall be completed by licensed, insured and/or certified trade contractors and permitted and/or approved by the City of Southlake. 2. THE CUSTOMER SHALL BE RESPONSIBLE FOR: a. The Customer shall have a representative (one [1] person selected by the Customer) available throughout the installation to make decisions on behalf of the Customer concerning the installation. The purpose is to ensure that communication between the Customer and Ford is accurate and responsive in the event of questions or problems that may arise during installation. b. When the Customer's IT network is to be the interface for the operation of AV and control systems, the network must be fully operational at the time of Ford's arrival at the job site for installation. Failure to provide a fully operational network(s) could delay the installation and require a change order for completion. C. The Customer shall clear the rooms involved in the installation of all activities during the period of installation. Ford will work with the Customer to schedule the installation. Hours or days of work lost by the installation crew due to the inability to work as planned will be charged to the Customer based on the extra labor and expenses required. Ford reserves the right to modify payment terms of this Agreement if equipment is ordered and received by Ford for this project and the project is delayed, postponed, or canceled, for any reason. Ford will invoice the Customer for the equipment that has been received, or any custom ordered items, based on pricing established in this Agreement. d. The Customer shall provide a facility that is prepared for the installation of electronic equipment. This includes a clean, dust -free, and air-conditioned environment that is secure and quiet. The Customer is responsible for providing a secure job site and for the cost of loss or damage to audio, video, and lighting equipment delivered by Ford to the job site. e. Existing or Customer provided conduit and raceway must be in good condition for use and be sized appropriately for the requirements of the project. f. Electrical Power In the event that electrical power is required to be installed or conduit systems are required to support the audio/video systems, it is the responsibility of the Customer, at their expense, to provide complete and adequate electrical power and conduit, unless otherwise noted. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 4 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 5 of 15 g. Providing and preparing adequate space for the location of all equipment included in the system. If AV equipment is installed in a finished ceiling or wall, the Customer is responsible for the refinishing. h. Providing a clear area with adequate ventilation and air conditioning that maintains a room temperature not exceeding 75 degrees Fahrenheit in all rooms that are occupied by sound/audio/video/lighting equipment racks. Sound, audio, video, and lighting equipment produces heat which must be dissipated by ventilation or air conditioning. Prolonged operation at room temperatures above 75 degrees Fahrenheit will shorten the life of electronic equipment leading to premature failure of components. i. The Customer is responsible for the installation and registration of all software on OFE computers. Ford will provide the Customer with the system requirements for Ford provided software, but the Customer is responsible for installing it on the OFE PC's and/or OFE network. All software -related customer support shall be directly provided by the software manufacturer. Scaffolding or lifts provided by the Customer for use by Ford must meet OSHA safety standards and be satisfactory to meet the needs of the Ford installation personnel. In the event the Customer furnished scaffolding or lifts are unacceptable, Ford will present a change request detailing the additional cost and time extension required to complete the project. k. Ford is not licensed for and does not perform any electrical, structural, or mechanical engineering; in addition, Ford does not provide carpentry, painting, masonry, ceiling, or carpet laying work. 1. The Customer shall advise Ford in writing prior to signing a contract agreement regarding the existence of asbestos in any area that Ford may be required to work. The Ford safety policy does not allow any employee to perform work if any asbestos hazard exists. If asbestos is detected, Ford employees will be removed from the location until the location can be made safe in compliance with OSHA standard (1926.1101). Any incurred expenses related to the stoppage of work will be the responsibility of the Customer. FORD SHALL BE RESPONSIBLE FOR: a. Providing line drawings for systems and equipment manuals electronically at no cost b. Fabrication and installation of audio/ video systems C. Providing recommendations for electrical power and conduits, to be provided and installed by the electrical contractor, for the audio, video, and control systems d. Installation of low voltage audio and video wiring for systems e. Electronic testing of audio systems f. Tuning of audio processors g. Testing and alignment of video systems (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 5 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 6 of 15 h. Training i. Warranty service Providing as -built drawings with wire numbers and labels Ford will provide system drawings, purchase and fabricate equipment, program control software, and do in -shop testing. The in -shop work will take approximately ten (10) to twelve (12) weeks prior to the beginning of the actual installation at the Customer's facility. Ford estimates the actual on -site installation, test out, and commissioning of this project will take five (5) weeks. The total time required to complete the project is approximately seventeen (17) weeks from agreement execution. The completion of Ford's work depends upon the facility being secure, dust -free, air-conditioned, and quiet. Due to the ongoing delays in the equipment supply chain, delays in the scheduled installation of AV systems can occur. Ford will keep you informed if scheduling changes become necessary. 2. For Ford to meet the above completion schedule, it is important the Customer warrants there are no interruptions in the availability of the job site for Ford to perform its work. Additionally, a failure of the Customer to respond timely to Ford's written requests for information or Customer -approval of submittals will delay the project. Ford schedules its workforce weeks in advance in order to meet installation completion dates. The Customer shall notify Ford's Project Manager in the event the Customer changes the schedule or the Customer's other contractors fall behind in completing their portion of the work. D. EQUIPMENT LIST NORTH PARK CCTV-RACK/POWER/ACCESSORIES (TIPS CONTRACT, 4230901) Quantity Description 1.00 LOWE.LWR-1019 RACK,SECT,WALL MT,10/19,BLK 1.00 LOWE.ACR-1509-S ACCE,9 OUTLET 15A 1RU 1 STAGE 1.00 LOWE.FW2-KIT-VB FAN KIT -TWO 4.7"WHISPER FANS 1.00 LOWE.RRD-10 RACK RAILS, IOU,1PR 1.00 LOWE.LFD-10FV DOOR,VENTED,FRONT-IOU,LOCK,BK 2,000.00 WEST.254346AFBK CAT6A, SHIELDED WIRE 2,500.00 WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR 60.00 WIRE MANAGEMENT 60.00 CABLES & CONNECTORS 90.00 MOUNTING HARDWARE 1.00 UBIQUITI ALLOWANCE 1,500.00 WEST.254346AFBK CAT6A, SHIELDED WIRE 1,000.00 WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR 1.00 WEST.24PP6AS-L PATCH PANEL,24 PORT CAT6A SHIE 1.00 DATA TX ALLOW Price Extension 487.00 487.00 146.00 146.00 129.00 129.00 31.00 31.00 230.00 230.00 .64 1,280.00 .45 1,125.00 33.00 1,980.00 33.00 1,980.00 33.00 2,970.00 5,600.00 5,600.00 .64 960.00 .45 450.00 153.00 153.00 10,667.00 10,667.00 Sub Total 28,188.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 6 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 7 of 15 NORTH PARK CCTV -AUDIO (TIPS CONTRACT, #230901) Quantity Description Price Extension 2.00 AUDI.M70W MIC,CEILING,WHT,CARDIOID, 382.00 764.00 1.00 AUDI.APS2 2 CHANNEL PHANTOM POWER SUPPLY 104.00 104.00 1.00 RADI.FP-BUC2 AV,CONVERTOR,BAL TO UNBAL-2 CH 217.00 217.00 1.00 RADI.STMX2 2 CHANNEL MIC/LINE MIXER 165.00 165.00 Sub Total 1,250.00 NORTH PARK CCTV -VIDEO (TIPS CONTRACT, #230901) Quantity Description Price Extension 1.00 AVIG.NVR6PRMD96 NVR6 PRM FORM D 96TB S22 34,091.00 34,091.00 33.00 AVIG.UNITY8-ENT UNITY 8 ENT CAMERA LICENSE 231.00 7,623.00 16.00 AVIG.32CH5A4MH 4X8 MULTIHEAD CAMERA 2,311.00 36,976.00 4.00 AVIG.24CH5A3MH 3X8MP MULTIHEAD CAMERA 1,935.00 7,740.00 2.00 AVIG.8CH6ADOlIR 8MP H6A OUTDOOR DOME CAMERA IR 1,348.00 2,696.00 1.00 AVIG.6CH6ABO2IR 6MP B02 BULLET OUTDOOR IR 1,468.00 1,468.00 2.00 AVIG.4CH5AD I IR CAME,4MP H5A D1 IR 855.00 1,710.00 15.00 AVIG.H5AMHADPEN OUTDOOR PENDANT MOUNT ADAPTER 145.00 2,175.00 20.00 AVIG.H5AMHDOCOV OUTDOOR DOME COVER FOR H5MH IR 145.00 2,900.00 15.00 AVIG.WLMT-1001 PENDANT WALL ARM ADAPTER 89.00 1,335.00 20.00 AVIG.114AMHADIRI ACCE,OPTIONAL IR RING FOR PEND 284.00 5,680.00 5.00 AVIG.H4MTCRNRI MOUN,CORNER MOUNT ADAPTER 106.00 530.00 8.00 AVIG.H4BOJBOX1 SECU,JUNCT BX FOR H4ABOIR CAM 78.00 624.00 5.00 AVIG.115AMHADDOM OUTDOOR SURFACE MOUNT ADAPTER 145.00 725.00 7.00 AVIG.8CH6ABO2IR 8MP H6A B02 OUTDOOR BULLET IR 1,641.00 11,487.00 1.00 AVIG.H5A-MOD-2P 2 PORT H5A MODULAR MAIN UNIT 406.00 406.00 2.00 AVIG.3CH5MODRP4 3MP PINHOLE LENS MODULAR 193.00 386.00 2.00 AVIG.CBL2M- 100 1 6' HD BNC CABLE FOR MOD CAMERA 43.00 86.00 Sub Total 118,638.00 NORTH PARK CCTV -NON -CONTRACT Quantity Description Price Extension 18.00 INSC.LPS3400300 4 PORT 95W OUTDOOR MNG SWITCH 1,002.00 18,036.00 18.00 INSC.MMK001-L OUTDOOR POLE MOUNT KIT 50.00 900.00 28.00 INSC.APC1048 POE INJECTOR 48V STAND TO PASS 66.00 1,848.00 30.00 DITE.DTKMRJPOEX POWE,SING CHAN POE PROTECTOR 73.00 2,190.00 1.00 NETG.GSM4230PX1 24 PORT POE+ MANAGED SWITCH 1,827.00 1,827.00 1.00 POLE MOUNTING HARDWARE ALLOW 5,200.00 5,200.00 Sub Total 30,001.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 7 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 8 of 15 LABOR (TIPS CONTRACT, #230901) Quantity Description Price Extension DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT, INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY 200,704.00 200,704.00 Sub Total 200,704.00 Merchandise: 178,077.00 Integration: 200,704.00 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 378,781.00 E. COST SUMMARY AND TERMS PROPOSED TOTAL: $378,781.00 TAXES: No taxes have been included in the project 'Total Amount,' unless specifically shown on the 'Sales Tax' line. All taxes are the responsibility of the Customer. If a tax is charged to Ford, the Customer will be responsible for reimbursing Ford for the cost. TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of the TIPS Contract, #230901. Ford shall issue monthly progress invoices. All invoices are due Net 30. EXTENDED WARRANTY: In addition to Ford's Standard Warranty, Ford offers a two and three-year extended warranty on the equipment and installation provided by Ford. The same warranty guarantees and limitations described in Section F of the proposal apply. With the purchase of the extended warranty, Ford will perform one (1) pre -scheduled preventative maintenance service call during the second year of the Extended Warranty and another in the third year of the Extended Warranty, if selected. The purpose of conducting this routine preventative maintenance (PM) visit is to check the general operation of the equipment and repair the systems if needed. This PM service call shall be scheduled in advance with the Customer, between 8:00 am and 5:00 pm, Monday through Friday, excluding holidays, and does not include expendable materials used (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.), system programming, or updating firmware. Year 2 only: Extended Warranty $12,105.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 8 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 9 of 15 Year 2 & 3: Extended Warranty $24,303.00 Additional service needs can be scheduled by emailing service@forday.com, or by calling 1-800-654-6744. The Year 2 and Year 3 Extended Warranties for separately priced options have not been included in the Extended Warranty totals above. Upon acceptance, the Extended Warranty for the options can be added by informing your Ford Account Manager. ALTERNATIVE LEASING: Leasing options are available. Please contact your Ford Account Manager for more information. CC: Unless otherwise prohibited by law, a 3% bank interchange fee will be charged for using a credit card for payment. PRICE: The price stated above for this project is based upon the complete system being purchased and installed at one time. In the event the Customer selects to purchase less than the total project, delays purchase of any portion of the system, requires that the system be installed in phases, or delays the installation; Ford reserves the right to charge for additional labor, travel, and overhead. The price is valid for thirty (30) days from the date of this proposal. It is agreed that the estimated duration of Ford's portion of this project seventeen (17) weeks from the proposal acceptance date. In the event of a delay or extension of time, through no fault of Ford, Ford shall be entitled to receive a change order for the additional cost of overhead and other costs resulting from the delay. In addition, any outstanding Customer unpaid invoices and unbilled costs incurred by Ford shall become due and payable regardless of contract scheduled payments. COMMENCEMENT OF WORK: Ford must receive the enclosed contract signed by the Customer and/or a Customer provided and Ford approved purchase order that specifically accepts and includes ALL terms and conditions outlined in this proposal, along with any payment terms and provisions included in this proposal before the agreement will be considered fully accepted and executed by Ford. Receipt of the above -mentioned documents and payments is a condition precedent to Ford's obligation to perform any work contemplated under this contract, including engineering the system, purchasing the equipment and scheduling the work crews for installation. In the event the Customer fails to pay Ford within the terms above, Ford reserves the right to stop work on the project until all payments are received by Ford in accordance with the terms. CREDIT: This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the Customer prior to execution by Ford and are subject to the credit terms of this Agreement. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 9 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 10 of 15 NON -SOLICITATION: The Customer and Ford mutually agree, because of the high cost of training an employee, that neither party shall solicit the employment of any employee of the other party, and shall not employ any employee or any person who was an employee of the other party at any time during the relationship between the parties or for a period of one (1) year following the termination of any relationship between the parties. In the event of a breach of this section, the breaching party agrees to pay the other party an amount equal to the hired employee's annual wages as an agreed upon cost to replace the employee. F. GUARANTEES AND LIMITATIONS OF WARRANTIES 1. FORD GUARANTEES THE FOLLOWING: a. Equipment will be new, unless noted otherwise. 2. STANDARD WARRANTY a. Equipment and installation provided by Ford in this proposal will be free of defects and will be repaired or replaced, free of charge, for a period of one (1) year from the date of substantial completion or the first date of beneficial use of the system, whichever date occurs first. Substantial completion shall be defined as the point where the work, or designated portion thereof, is sufficiently complete so that the system can be used for its intended purpose. b. Equipment and materials provided by Ford that were manufactured by other companies will be warranted under the warranty terms of the original manufacturer. C. The warranty does not include or cover expendable materials used with the system installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.). d. The warranty does not cover the updating of firmware in any device. e. Ford is not responsible for the reliability of systems that communicate using wireless technology. The performance of equipment utilizing wireless communications is inherently unreliable and will experience "dropouts", distortion, and loss of connectivity from time to time. Interference from other forms of radio frequency transmissions, such as radio and television broadcasts, cell phones, and computer wireless networks, is probable, and should be expected. f. Ford is not responsible for the performance, testing, or configuration of owner -furnished data networks that are used to transmit audio, video, and lighting program data and control signal data. IP-based videoconferencing systems rely upon data networks that can provide consistent bandwidth for the transmission. Videoconferencing that is transmitted over the Internet is subject to the intermittent and unreliable nature of the public network. In the event that the Customer's network is found to be the cause of defects in the quality of the audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L system and Ford's network engineers are required to troubleshoot or configure the Customer's network, the cost of this service will be invoiced to the Customer. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 10 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 11 of 15 g. Systems installed by Ford use network protocols to transmit content and data for audio, video, and control. Any modifications to the network, including, but not limited to, firmware updates, readdressing endpoints, or changes in hardware, including replacing audio, video, and control components, can cause the systems to fail. Failures, such as the ones listed, are not warranty issues and therefore not covered under the Ford warranty described herein. h. The term "Software" as used in this document includes all editable source files, un-editable compiled files, graphical user interface files and functionality, audio digital signal processor (DSP) files, in whole and in part, produced under the terms of this agreement. Unless otherwise expressly agreed in writing, all Software created by Ford remains the property of Ford, and the Customer is hereby provided a license to use the Software for this project only. The Software may not be used on any other project, nor used for any purposes outside of this project, nor shared nor disclosed to anyone who is not an employee of the Customer's company without prior approval from Ford. i. Procedures such as routine preventative maintenance functions (e.g., keeping filters clean, keeping system environment free from foreign materials, etc.) are the responsibility of the Customer and is not included within this warranty agreement. Failure on the part of the Customer to perform these routine maintenance functions shall void this warranty. Ford will not be responsible for damages or cost of repairs due to modifications, adjustments, or additions to the system, or changes to the Software performed by personnel not authorized by Ford during the warranty period. Doing so will invalidate the warranty. k. Ford may withhold warranty service in the event that the Customer has an unpaid balance due to be paid to Ford. 1. DISCLAIMER OF ALL OTHER WARRANTIES YOUR DEVICES(S), EQUIPMENT, FORD'S SERVICES, AND/OR YOUR USE OF FORD'S SERVICES DO NOT CAUSE AND CANNOT ELIMINATE OCCURRENCES OF THE EVENTS THEY ARE INTENDED TO DETECT OR AVERT, INCLUDING, BUT NOT LIMITED TO, FIRES, FLOODS, BURGLARIES, TORTS, ROBBERIES, OTHER CRIMINAL ACTIVITY, AND MEDICAL PROBLEMS. TO THE FULLEST EXTENT ALLOWABLE BY STATE LAW, FORD MAKES NO GUARANTY OR WARRANTY, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, THAT YOUR DEVICES(S), FORD'S SERVICES, AND/OR YOUR USE OF FORD'S SERVICES WILL DETECT OR AVERT SUCH INCIDENTS OR THEIR CONSEQUENCES. FORD DOES NOT UNDERTAKE ANY RISK THAT YOU OR YOUR PROPERTY, OR THE PERSON OR PROPERTY OF OTHERS, MAY BE SUBJECT TO INJURY OR LOSS IF SUCH AN EVENT OCCURS. THE ALLOCATION OF SUCH RISK REMAINS WITH YOU, NOT FORD. YOU RELEASE, WAIVE, DISCHARGE, AND PROMISE NOT TO SUE OR BRING ANY CLAIM OF ANY TYPE AGAINST FORD OR ITS THIRD -PARTY PROVIDERS FOR LOSS, DAMAGE, OR INJURY RELATING IN AN WAY TO THE DEVICES OR SERVICES PROVIDED BY FORD. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 11 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 12 of 15 OWNER -FURNISHED EQUIPMENT (OFE): a. Ford's intent is to provide a complete system including all equipment. In some cases, the Customer may own equipment which they desire to be included with the installation. Ford identifies this as OFE. b. The use of OFE is solely for the convenience of the Customer and is not included in the warranty or guarantee provided. C. Ford shall take reasonable care in handling OFE and install it according to standard industry practices; however, Ford takes no responsibility for the operation, performance, appearance, or effects of OFE before, during, or after its integration into the system. Ford reserves the right to accept or reject OFE based on the equipment's service record, or lack thereof, poor condition, or out of date software/firmware. Ford will not accept OFE that is purchased by the Customer to replace equipment that is specified in this proposal. d. In the event that OFE does not function properly, Ford shall notify the Customer to determine if the OFE is to be a) repaired, b) an alternate unit provided by the Customer, c) the unit is not to be used, or d) Ford is to provide a new unit. Ford shall provide a cost to the Customer for the work to be done. The Customer will authorize any additional costs to the job. e. The existing equipment, removed as a courtesy by Ford, that is not being reused, shall be handed over to the Customer. Ford is not responsible for the existing equipment or its condition when received by the Customer. G. TRAINING AND DOCUMENTATION TRAINING INCLUDED: a. Ford will host a training session near the completion of installation. All system users and interested people should attend this training so that all questions can be answered during this training. b. During the training, if requested, Ford personnel will attend the initial first use of the system and assist the Customer's operators and users in the operation of the Ford -installed system. H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION VISUAL INSPECTION: a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some buildings may have inherent design and/or construction that is not visibly recognizable and is outside of normal standard and customary building procedures. If the walls, floors or ceiling are found to be constructed in a manner that wire cannot be pulled or equipment cannot be mounted or otherwise installed without labor or materials in excess of those anticipated by both parties and proposed herein, the Customer agrees to be responsible for any adjustments in the labor and materials required to perform the installation. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 12 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 13 of 15 2. EXISTING CONDITIONS: a. Acoustics and Noise In facilities where Ford is providing a sound or audio system, the Customer is responsible for providing an environment free of ambient noise and excessive reverberation and echoes. 1) Typically, ambient noise is created by HVAC systems (Heating, Ventilation, and Air Conditioning), plumbing, or other mechanical systems in the building. In general, Ford recommends that the ambient noise sound pressure level not exceed NC35 (Noise Criteria) or 35 dB A scale. 2) Long reverberation times and echoes are normally the result of hard wall, floor, and ceiling surfaces found in some rooms. Typically, Ford recommends that the reverb time does not exceed 1.5 seconds where the primary use is the communication of speech. The production of other types of music may require longer reverberation times. In the event that echoes exist, absorptive or diffusive wall and ceiling panels may be required to eliminate or minimize the detrimental effects of the echoes. 3) Ford is not responsible for any costs related to reducing the ambient noise or modifying the acoustics of the Customer's facilities. Vibrations caused by HVAC units, pumps, environmental issues (loud adjacent spaces, traffic, airplanes, etc.), or general construction materials and methods, can cause unwanted audio intelligibility issues and image issues with cameras, video projectors, flat panel displays, and direct view LED video wall walls. Issues such as these typically require specialized engineers and contractors and are not the responsibility of Ford. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 13 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 14 of 15 I. ACCEPTANCE The Customer's personnel will be notified by Ford upon completion of the installation. 2. Demonstration of system performance will be during the training session. Participants at the performance demonstration shall include personnel representing Ford and personnel representing City of Southlake who are authorized to accept the system as complete and make final payment. This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the signed install agreement for review and acceptance. This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to Ford. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford. We appreciate the opportunity to work with you on this project. If you have any questions or need additional information, please contact me at 972-241-9966. Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Voice: 972-241-9966 E-mail: ruthe@forday.com Website: www.forday.com (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 14 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC North Park Video Surveillance Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 15 of 15 SYSTEM INSTALLATION AGREEMENT Between CITY OF SOUTHLAKE and FORD AUDIO -VIDEO SYSTEMS, LLC This is to signify that City of Southlake and Ford Audio -Video Systems, LLC have entered into a contract, in the amount of $378,781.00, for the purchase and installation of equipment and services described in the attached proposal. Add Year 2 only Extended Warranty: $12,105.00 OR Add Year 2 & 3 Extended Warranty: $24,303.00 Customer Accepts Customer Accepts City of Southlake and Ford Audio -Video Systems, LLC, by and through their respective signatories to the Agreement, each represent to the other that they are authorized to enter into this Agreement. We do both agree to abide by the terms and conditions of this Agreement. FORD AUDIO -VIDEO SYSTEMS, LLC CITY OF SOUTHLAKE Ehren Rutherford Senior Account Manager Mathew Scott Hall Senior Vice President Date Authorized Signature Printed Name and Title Date (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297165 - North Park CCTV\Proposal-Final\sckm-RUTHE-CSTXGRA-297165- Northpark Video Surveillance.Revl.docx, 10/29/2024 1:07 PM) Page 15 of 15 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. Ford AV Quote for The Bob Jones Nature Center ord =AV qcoia5� Peo& e4awwaeea&1 REVISED October 29, 2024 Ms. Hannah Runnels City of Southlake 1400 Main Street Southlake, TX 76092 RE: Bob Jones Nature Center CCTV Dear Ms. Runnels: Ford Audio -Video Systems, LLC (Ford) respectfully submits for your consideration the attached proposal, which covers the details of the system requirements in the following outline: A. Introduction B. Description of Work and Responsibilities C. Installation Schedule D. Equipment List E. Cost Summary and Terms F. Guarantees and Limitations of Warranty G. Training and Documentation H. Building Construction and Installation 1. Acceptance The proposed systems are based upon our understanding of your requirements as communicated to us during our meetings and conversations. If there are any changes that need to be made, please let us know. We invite you to compare our systems with any other: in quality, price, and professionalism of installation, we are second to none. This proposal contains confidential pricing, design, and installation information that is proprietary to Ford and utilizes Ford Audio -Video Systems, LLC's TIPS Contract, #230901. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford. Please let us know if any questions arise. We look forward to serving you. Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Mathew Scott Hall Senior Account Manager Senior Vice President Voice: 972-241-9966 Email: ruthe@forday.com Website: www.forday.com 4901 Statesman Drive, Irving, TX 75063 972-241-9966 www.forday.com City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 2 of 13 Proposal For City of Southlake, Southlake, TX A. INTRODUCTION This proposal provides a description of the technology incorporated into the systems, lists the major equipment and components, and states the terms, conditions, and responsibilities. Individual components and quantities may be changed, deleted, added, or designated as optional to be added to the system at a future date. B. DESCRIPTION OF WORK Ford shall provide and install the following systems for the City of Southlake of Southlake, TX (Customer) in their remodel project: BOB JONES NATURE CENTER VIDEO SURVEILLANCE SYSTEM a. EQUIPMENT RACK 1) One (1) 48 TB HD network video recorder (NVR) shall be provided and installed in the main existing owner furnished equipment (OFE) equipment rack to run video management software and store approximately thirty (30) days or more of recorded video. 2) One (1) 24-port POE+ network switch shall be provided and installed in the OFE equipment rack to connect the cameras to the NVRs. 3) All cameras shall be equipped with the Avigilon Unity 8 Enterprise Edition. 4) All existing cameras being replaced shall be uninstalled and handed to the Customer. b. CAMERAS 1) Three (3) 32 MP multi -head camera assemblies with a 360' field of view shall be provided and mounted on existing light poles located in the parking lot to capture the nearby areas. 2) One (1) 24 MP multi -head camera assemblies with a 180' field of view shall be provided and mounted on an existing light pole located in the southeast area of parking lot to capture the nearby areas. 3) One (1) 24 MP multi -head camera assembly with a 270' field of view shall be provided and mounted on the northwest exterior corner of the building to capture the nearby areas. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 2 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 3 of 13 4) One (1) 8 MP outdoor camera shall be provided and installed at the main entrance on the west side of the building to capture the nearby area. 5) One (1) 8 MP outdoor camera shall be provided and installed on the southwest corner of the building to capture the west side of the building from the southwest corner to the entrance. 6) One (1) 8 MP outdoor camera shall be provided and installed on the southeast corner of the building to capture the south side of the building. 7) One (1) 8 MP outdoor camera shall be provided and installed on the east wall of the building to capture the exterior of the building south of the sunroom. corner of the building to capture the south side of the building. 8) One (1) 8 MP outdoor camera shall be provided and installed on the east wall of the building to capture the exterior of the building north of the sunroom. 9) One (1) 8 MP outdoor camera shall be provided and installed on the east wall of the building to capture the east exterior wall of the sunroom. 10) One (1) 12 MP outdoor camera shall be provided and installed to capture the area under the covered patio. 11) One (1) 8 MP dome camera shall be provided and installed in the Sunroom to capture the nearby area. 12) One (1) 3 MP dome camera shall be provided and installed in the Kitchen Area to capture the nearby area. 13) One (1) 8 MP dome camera shall be provided and installed in the Childcare area to capture the nearby area. 14) One (1) 4 MP dome camera shall be provided and installed to capture the hallway leading to the kitchen. 15) One (1) 4 MP dome camera shall be provided and installed in the Foyer to capture the nearby area. 16) One (1) 8 MP dome camera shall be provided and installed in the Large Meeting Room to capture the nearby area. 17) Electrical for all camera endpoints mounted on existing light poles is included in this proposal a) All work shall be completed by licensed, insured and/or certified trade contractors and permitted and/or approved by the City of Southlake. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 3 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 4 of 13 2. THE CUSTOMER SHALL BE RESPONSIBLE FOR: a. The Customer shall have a representative (one [11 person selected by the Customer) available throughout the installation to make decisions on behalf of the Customer concerning the installation. The purpose is to ensure that communication between the Customer and Ford is accurate and responsive in the event of questions or problems that may arise during installation. b. When the Customer's IT network is to be the interface for the operation of AV and control systems, the network must be fully operational at the time of Ford's arrival at the job site for installation. Failure to provide a fully operational network(s) could delay the installation and require a change order for completion. C. The Customer shall clear the rooms involved in the installation of all activities during the period of installation. Ford will work with the Customer to schedule the installation. Hours or days of work lost by the installation crew due to the inability to work as planned will be charged to the Customer based on the extra labor and expenses required. Ford reserves the right to modify payment terms of this Agreement if equipment is ordered and received by Ford for this project and the project is delayed, postponed, or canceled, for any reason. Ford will invoice the Customer for the equipment that has been received, or any custom ordered items, based on pricing established in this Agreement. d. The Customer shall provide a facility that is prepared for the installation of electronic equipment. This includes a clean, dust -free, and air-conditioned environment that is secure and quiet. The Customer is responsible for providing a secure job site and for the cost of loss or damage to audio, video, and lighting equipment delivered by Ford to the job site. e. Existing or Customer provided conduit and raceway must be in good condition for use and be sized appropriately for the requirements of the project. £ Electrical Power In the event that electrical power is required to be installed or conduit systems are required to support the audio/video systems, it is the responsibility of the Customer, at their expense, to provide complete and adequate electrical power and conduit, unless otherwise noted. g. Providing and preparing adequate space for the location of all equipment included in the system. If AV equipment is installed in a finished ceiling or wall, the Customer is responsible for the refinishing. h. Providing a clear area with adequate ventilation and air conditioning that maintains a room temperature not exceeding 75 degrees Fahrenheit in all rooms that are occupied by sound/audio/video/lighting equipment racks. Sound, audio, video, and lighting equipment produces heat which must be dissipated by ventilation or air conditioning. Prolonged operation at room temperatures above 75 degrees Fahrenheit will shorten the life of electronic equipment leading to premature failure of components. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 4 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 5 of 13 i. The Customer is responsible for the installation and registration of all software on OFE computers. Ford will provide the Customer with the system requirements for Ford provided software, but the Customer is responsible for installing it on the OFE PC's and/or OFE network. All software -related customer support shall be directly provided by the software manufacturer. Scaffolding or lifts provided by the Customer for use by Ford must meet OSHA safety standards and be satisfactory to meet the needs of the Ford installation personnel. In the event the Customer furnished scaffolding or lifts are unacceptable, Ford will present a change request detailing the additional cost and time extension required to complete the project. k. Ford is not licensed for and does not perform any electrical, structural, or mechanical engineering; in addition, Ford does not provide carpentry, painting, masonry, ceiling, or carpet laying work. 1. The Customer shall advise Ford in writing prior to signing a contract agreement regarding the existence of asbestos in any area that Ford may be required to work. The Ford safety policy does not allow any employee to perform work if any asbestos hazard exists. If asbestos is detected, Ford employees will be removed from the location until the location can be made safe in compliance with OSHA standard (1926.1101). Any incurred expenses related to the stoppage of work will be the responsibility of the Customer. FORD SHALL BE RESPONSIBLE FOR: a. Providing line drawings for systems and equipment manuals electronically at no cost b. Fabrication and installation of video systems C. Providing recommendations for electrical power and conduits, to be provided and installed by the electrical contractor, for the video and control systems d. Installation of low voltage and video wiring for systems e. Testing and alignment of video systems £ Training g. Warranty service h. Providing as -built drawings with wire numbers and labels C. INSTALLATION SCHEDULE Ford will provide system drawings, purchase and fabricate equipment, program control software, and do in -shop testing. The in -shop work will take approximately ten (10) to twelve (12) weeks prior to the beginning of the actual installation at the Customer's facility. Ford estimates the actual on -site installation, test out, and commissioning of this project will take four (4) weeks. The total time required to complete the project is approximately sixteen (16) weeks from agreement execution. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 5 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 6 of 13 The completion of Ford's work depends upon the facility being secure, dust -free, air-conditioned, and quiet. Due to the ongoing delays in the equipment supply chain, delays in the scheduled installation of AV systems can occur. Ford will keep you informed if scheduling changes become necessary. 2. For Ford to meet the above completion schedule, it is important the Customer warrants there are no interruptions in the availability of the job site for Ford to perform its work. Additionally, a failure of the Customer to respond timely to Ford's written requests for information or Customer - approval of submittals will delay the project. Ford schedules its workforce weeks in advance in order to meet installation completion dates. The Customer shall notify Ford's Project Manager in the event the Customer changes the schedule or the Customer's other contractors fall behind in completing their portion of the work. D. EQUIPMENT LIST BOB JONES CCTV-RACK/POWER/ACCESSORIES (TIPS CONTRACT, #230901) Quantity Description Price Extension 1.00 WEST.24PP6AS-L PATCH PANEL,24 PORT CAT6A SHIE 153.00 153.00 1,500.00 WEST.254346AFBK CAT6A, SHIELDED WIRE .64 960.00 500.00 WEST.4246-OSP WIRE,CAT6,OUTDOOR,23AWG,4PR .45 225.00 Sub Total 1,338.00 BOB JONES CCTV -VIDEO (TIPS CONTRACT, #230901) Quantity Description Price Extension 1.00 AVIG.NVR6D48TBS NVR6 STD FORM D 48TB S22 21,369.00 21,369.00 2.00 AVIGACH6AD1 4MP INDOOR DOME CAMERA 894.00 1,788.00 6.00 AVIG.8CH6ADO1IR 8MP H6A OUTDOOR DOME CAMERA IR 1,367.00 8,202.00 2.00 AVIG.24CH5A3MH 3X8MP MULTIHEAD CAMERA 1,962.00 3,924.00 1.00 AVIG.12H5AFEDOI CAME,12MP FISHEYE OUTDOOR IR 985.00 985.00 3.00 AVIG.8CH6AD1 8MP INDOOR DOME CAMERA 1,187.00 3,561.00 3.00 AVIG.32CH5A4MH 4X8 MULTIHEAD CAMERA 2,343.00 7,029.00 18.00 AVIG.UNITY8-ENT UNITY 8 ENT CAMERA LICENSE 234.00 4,212.00 5.00 AVIG.H5AMHADPEN OUTDOOR PENDANT MOUNT ADAPTER 147.00 735.00 5.00 AVIG.H5AMHDOCOV OUTDOOR DOME COVER FOR H5MH IR 147.00 735.00 5.00 AVIG.WLMT-1001 PENDANT WALL ARM ADAPTER 90.00 450.00 1.00 AVIG.POE60U1BTE GIGABIT 60W POE INJECTOR INDOO 131.00 131.00 5.00 AVIG.H4AMHADIRI ACCE,OPTIONAL IR RING FOR PEND 288.00 1,440.00 1.00 AVIG.H4MTCRNRI MOUN,CORNER MOUNT ADAPTER 79.00 79.00 1.00 AVIG.H4BOJBOXI SECU,JUNCT BX FOR H4ABOIR CAM 79.00 79.00 1.00 AVIG.3CH6SLD1 3MP H6SL INDOOR DOME 446.00 446.00 Sub Total 55,165.00 (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 6 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 7 of 13 BOB JONES CCTV -NON -CONTRACT Quantity Description 20.00 WIRE MANAGEMENT 20.00 CABLES & CONNECTORS 38.00 MOUNTING HARDWARE 13.00 DITE.DTKMRJPOEX POWE,SING CHAN POE PROTECTOR 1.00 NETG.GSM4230PX1 24 PORT POE+ MANAGED SWITCH 5.00 INSC.LPS3400300 4 PORT 95W OUTDOOR MNG SWITCH 4.00 INSC.MMK001-L OUTDOOR POLE MOUNT KIT 1.00 WIRELESS DATA TX 1.00 POLE MOUNTING HARDWARE ALLOW 6.00 INSC.APC1048 POE INJECTOR 48V STAND TO PASS LABOR (TIPS CONTRACT, #230901) Quantity Description DESIGN, ENGINEERING, FABRICATION, PROJECT MANAGEMENT, INSTALLATION, COMMISSIONING, TRAINING AND WARRANTY E. COST SUMMARY AND TERMS Price Extension 33.00 660.00 33.00 660.00 33.00 1,254.00 73.00 949.00 1,827.00 1,827.00 1,002.00 5,010.00 50.00 200.00 2,667.00 2,667.00 1,067.00 1,067.00 66.00 396.00 Sub Total 14,690.00 Price Extension 76,731.00 76,731.00 Sub Total 76,731.00 Merchandise: 71,193.00 Integration: 76,731.00 Other: .00 Freight: .00 Sales Tax: .00 Total Amount: 147,924.00 PROPOSED TOTAL: $147,924.00 TAXES: No taxes have been included in the project 'Total Amount,' unless specifically shown on the 'Sales Tax' line. All taxes are the responsibility of the Customer. If a tax is charged to Ford, the Customer will be responsible for reimbursing Ford for the cost. TERMS: The Customer shall issue a purchase order in accordance with the terms and conditions of the TIPS Contract, #230901. Ford shall issue monthly progress invoices. All invoices are due Net 30. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 7 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 8 of 13 ��irr�\ � � i1i/��►7�7��rri� In addition to Ford's Standard Warranty, Ford offers a two and three-year extended warranty on the equipment and installation provided by Ford. The same warranty guarantees and limitations described in Section F of the proposal apply. With the purchase of the extended warranty, Ford will perform one (1) pre -scheduled preventative maintenance service call during the second year of the Extended Warranty and another in the third year of the Extended Warranty, if selected. The purpose of conducting this routine preventative maintenance (PM) visit is to check the general operation of the equipment and repair the systems if needed. This PM service call shall be scheduled in advance with the Customer, between 8:00 am and 5:00 pm, Monday through Friday, excluding holidays, and does not include expendable materials used (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.), system programming, or updating firmware. Year 2 only: Extended Warranty $3,790.00 Year 2 & 3: Extended Warranty $7,629.00 Additional service needs can be scheduled by emailing service@forday.com, or by calling 1-800-654-6744. PRICE: The price stated above for this project is based upon the complete system being purchased and installed at one time. In the event the Customer selects to purchase less than the total project, delays purchase of any portion of the system, requires that the system be installed in phases, or delays the installation; Ford reserves the right to charge for additional labor, travel, and overhead. The price is valid for thirty (30) days from the date of this proposal. It is agreed that the estimated duration of Ford's portion of this project is sixteen (16) weeks from the proposal acceptance date. In the event of a delay or extension of time, through no fault of Ford, Ford shall be entitled to receive a change order for the additional cost of overhead and other costs resulting from the delay. In addition, any outstanding Customer unpaid invoices and unbilled costs incurred by Ford shall become due and payable regardless of contract scheduled payments. COMMENCEMENT OF WORK: Ford must receive the enclosed contract signed by the Customer and/or a Customer provided and Ford approved purchase order that specifically accepts and includes ALL terms and conditions outlined in this proposal, along with any payment terms and provisions included in this proposal before the agreement will be considered fully accepted and executed by Ford. Receipt of the above -mentioned documents and payments is a condition precedent to Ford's obligation to perform any work contemplated under this contract, including engineering the system, purchasing the equipment and scheduling the work crews for installation. In the event the Customer fails to pay Ford within the terms above, Ford reserves the right to stop work on the project until all payments are received by Ford in accordance with the terms. CREDIT: This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 8 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 9 of 13 CHANGES: Any Customer Change Orders (CCO) must be approved in writing by the Customer prior to execution by Ford and are subject to the credit terms of this Agreement. NON -SOLICITATION: The Customer and Ford mutually agree, because of the high cost of training an employee, that neither party shall solicit the employment of any employee of the other party, and shall not employ any employee or any person who was an employee of the other party at any time during the relationship between the parties or for a period of one (1) year following the termination of any relationship between the parties. In the event of a breach of this section, the breaching party agrees to pay the other party an amount equal to the hired employee's annual wages as an agreed upon cost to replace the employee. F. GUARANTEES AND LIMITATIONS OF WARRANTIES FORD GUARANTEES THE FOLLOWING: a. Equipment will be new, unless noted otherwise. 2. STANDARD WARRANTY a. Equipment and installation provided by Ford in this proposal will be free of defects and will be repaired or replaced, free of charge, for a period of one (1) year from the date of substantial completion or the first date of beneficial use of the system, whichever date occurs first. Substantial completion shall be defined as the point where the work, or designated portion thereof, is sufficiently complete so that the system can be used for its intended purpose. b. Equipment and materials provided by Ford that were manufactured by other companies will be warranted under the warranty terms of the original manufacturer. C. The warranty does not include or cover expendable materials used with the system installation (e.g., light bulbs, lamps, light fixture lamps, fuses, batteries, portable connection cables, etc.). d. The warranty does not cover the updating of firmware in any device. e. Ford is not responsible for the reliability of systems that communicate using wireless technology. The performance of equipment utilizing wireless communications is inherently unreliable and will experience "dropouts", distortion, and loss of connectivity from time to time. Interference from other forms of radio frequency transmissions, such as radio and television broadcasts, cell phones, and computer wireless networks, is probable, and should be expected. f. Ford is not responsible for the performance, testing, or configuration of owner -furnished data networks that are used to transmit audio, video, and lighting program data and control signal data. IP-based videoconferencing systems rely upon data networks that can provide consistent bandwidth for the transmission. Videoconferencing that is transmitted over the Internet is subject to the intermittent and unreliable nature of the public network. In the (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 9 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 10 of 13 event that the Customer's network is found to be the cause of defects in the quality of the audio/video signals, is unreliable, or has insufficient bandwidth to support the A/V/L system and Ford's network engineers are required to troubleshoot or configure the Customer's network, the cost of this service will be invoiced to the Customer. g. Systems installed by Ford use network protocols to transmit content and data for audio, video, and control. Any modifications to the network, including, but not limited to, firmware updates, readdressing endpoints, or changes in hardware, including replacing audio, video, and control components, can cause the systems to fail. Failures, such as the ones listed, are not warranty issues and therefore not covered under the Ford warranty described herein. h. The term "Software" as used in this document includes all editable source files, un-editable compiled files, graphical user interface files and functionality, audio digital signal processor (DSP) files, in whole and in part, produced under the terms of this agreement. Unless otherwise expressly agreed in writing, all Software created by Ford remains the property of Ford, and the Customer is hereby provided a license to use the Software for this project only. The Software may not be used on any other project, nor used for any purposes outside of this project, nor shared nor disclosed to anyone who is not an employee of the Customer's company without prior approval from Ford. i. Procedures such as routine preventative maintenance functions (e.g., keeping filters clean, keeping system environment free from foreign materials, etc.) are the responsibility of the Customer and is not included within this warranty agreement. Failure on the part of the Customer to perform these routine maintenance functions shall void this warranty. Ford will not be responsible for damages or cost of repairs due to modifications, adjustments, or additions to the system, or changes to the Software performed by personnel not authorized by Ford during the warranty period. Doing so will invalidate the warranty. k. Ford may withhold warranty service in the event that the Customer has an unpaid balance due to be paid to Ford. OWNER -FURNISHED EQUIPMENT (OFE): a. Ford's intent is to provide a complete system including all equipment. In some cases, the Customer may own equipment which they desire to be included with the installation. Ford identifies this as OFE. b. The use of OFE is solely for the convenience of the Customer and is not included in the warranty or guarantee provided. C. Ford shall take reasonable care in handling OFE and install it according to standard industry practices; however, Ford takes no responsibility for the operation, performance, appearance, or effects of OFE before, during, or after its integration into the system. Ford reserves the right to accept or reject OFE based on the equipment's service record, or lack thereof, poor condition, or out of date software/firmware. Ford will not accept OFE that is purchased by the Customer to replace equipment that is specified in this proposal. (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 10 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 11 of 13 d. In the event that OFE does not function properly, Ford shall notify the Customer to determine if the OFE is to be a) repaired, b) an alternate unit provided by the Customer, c) the unit is not to be used, or d) Ford is to provide a new unit. Ford shall provide a cost to the Customer for the work to be done. The Customer will authorize any additional costs to the job. e. The existing equipment, removed as a courtesy by Ford, that is not being reused, shall be handed over to the Customer. Ford is not responsible for the existing equipment or its condition when received by the Customer. G. TRAINING AND DOCUMENTATION 1. TRAINING INCLUDED: a. Ford will host a training session near the completion of installation. All system users and interested people should attend this training so that all questions can be answered during this training. b. During the training, if requested, Ford personnel will attend the initial first use of the system and assist the Customer's operators and users in the operation of the Ford -installed system. H. BUILDING CONSTRUCTION AND SYSTEM INSTALLATION VISUAL INSPECTION: a. This proposal is based upon a visual inspection of the site conditions. It is agreed that some buildings may have inherent design and/or construction that is not visibly recognizable and is outside of normal standard and customary building procedures. If the walls, floors or ceiling are found to be constructed in a manner that wire cannot be pulled or equipment cannot be mounted or otherwise installed without labor or materials in excess of those anticipated by both parties and proposed herein, the Customer agrees to be responsible for any adjustments in the labor and materials required to perform the installation. 2. EXISTING CONDITIONS: a. Acoustics and Noise In facilities where Ford is providing a sound or audio system, the Customer is responsible for providing an environment free of ambient noise and excessive reverberation and echoes. 1) Typically, ambient noise is created by HVAC systems (Heating, Ventilation, and Air Conditioning), plumbing, or other mechanical systems in the building. In general, Ford recommends that the ambient noise sound pressure level not exceed NC35 (Noise Criteria) or 35 dB A scale. 2) Long reverberation times and echoes are normally the result of hard wall, floor, and ceiling surfaces found in some rooms. Typically, Ford recommends that the reverb time does not exceed 1.5 seconds where the primary use is the (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 11 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 12 of 13 communication of speech. The production of other types of music may require longer reverberation times. In the event that echoes exist, absorptive or diffusive wall and ceiling panels may be required to eliminate or minimize the detrimental effects of the echoes. 3) Ford is not responsible for any costs related to reducing the ambient noise or modifying the acoustics of the Customer's facilities. Vibrations caused by HVAC units, pumps, environmental issues (loud adjacent spaces, traffic, airplanes, etc.), or general construction materials and methods, can cause unwanted audio intelligibility issues and image issues with cameras, video projectors, flat panel displays, and direct view LED video wall walls. Issues such as these typically require specialized engineers and contractors and are not the responsibility of Ford. I. ACCEPTANCE The Customer's personnel will be notified by Ford upon completion of the installation. 2. Demonstration of system performance will be during the training session. Participants at the performance demonstration shall include personnel representing Ford and personnel representing City of Southlake who are authorized to accept the system as complete and make final payment. This proposal shall not be deemed as accepted by Ford until the executed contract is returned to Ford's Credit Center for final review and acceptance. If a purchase order is required by the Customer, it must be transmitted with the signed install agreement for review and acceptance. This proposal contains confidential pricing, design, engineering, and installation information that is proprietary to Ford. It is provided for your private use, and is not to be disclosed, in part or in whole, without the express, written authorization of Ford. We appreciate the opportunity to work with you on this project. If you have any questions or need additional information, please contact me at 972-241-9966. Sincerely, FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Voice: 972-241-9966 E-mail: ruthe@forday.com Website: www.forday.com (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 12 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. City of Southlake Ford Audio -Video Systems, LLC Bob Jones Nature Center CCTV Submitted By: Ehren Rutherford, Senior Account Manager REVISED October 29, 2024 Page 13 of 13 SYSTEM INSTALLATION AGREEMENT Between CITY OF SOUTHLAKE and FORD AUDIO -VIDEO SYSTEMS, LLC This is to signify that City of Southlake and Ford Audio -Video Systems, LLC have entered into a contract, in the amount of $147,924.00, for the purchase and installation of equipment and services described in the attached proposal. Add Year 2 only Extended Warranty: $3,790.00 No Add Year 2 & 3 Extended Warranty: $7,629.00 Customer Accepts Customer Accepts City of Southlake and Ford Audio -Video Systems, LLC, by and through their respective signatories to the Agreement, each represent to the other that they are authorized to enter into this Agreement. We do both agree to abide by the terms and conditions of this Agreement. FORD AUDIO -VIDEO SYSTEMS, LLC Ehren Rutherford Senior Account Manager Mathew Scott Hall Senior Vice President Date CITY OF SOUTHLAKE Authorized Signature Printed Name and Title Date (\\f-mfs-Ol.forday.com\sales\Sales\03 DAL\RUTHE\City of Southlake (CSTXGRA)\CSTXGRA - 297177 - Bob Jones Nature Center CCTV\Proposal-Final\scjw-RUTHE- CSTXGRA-297177-Bob Jones Nature Center CCTV.Revl.docx, 10/29/2024 12:05 PM) Page 13 of 13 PROPRIETARY INFORMATION. The information contained herein is for use by authorized employees of the parties hereto and is not for general distribution within or outside their respective companies. Item 4D CITY OF SOUTH LAKE MEMORANDUM November 01, 2024 TO: Southlake Parks Development Corporation FROM: David Miller, Director of Community Services SUBJECT: Recommendation on SPDC funding for landscaping services with O'Donnel's Landscape Services, LLC, dba Yellowstone Landscape for an amount not to exceed $499,000 Action Requested: Recommendation on SPDC funding for landscaping services with O'Donnel's Landscape Services, LLC, dba Yellowstone Landscape for an amount not to exceed $499,000 Background Information: The purpose of this item is for SPDC to consider funding for landscape services related to parks funded by SPDC. The City utilizes Yellowstone Landscape for landscape services in many areas owned and maintained by the City, such as Southlake Town Square, public parks, medians, right-of-way, DPS Headquarters, DPS North, DPS West, Public Works service center, city trails, Bob Jones Nature Center & Preserve, The Southlake Tennis Center, the Southlake Pickleball Complex, as well as various other municipal sites and properties owned by the City. The scope of services with Yellowstone includes mowing; edging; trimming; fertilization; trash pick-up; maintenance of trees, turf, shrubs, and ground cover; landscape and hardscape enhancements; seasonal color; pruning; mulch; ryegrass; chemical application; and irrigation audits and repairs. The current contract is an annual contract set to expire on January 19, 2025, and when renewed this will be the final renewal under the current contract. The contract allows for a 1 % increase at the time of renewal and that has been accounted for within the SPDC budget. A copy of the current contract, with the full scope of services and costs, is attached to this memo for your consideration. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Parks Development Corporation Meeting Date — November 05, 2024 Page 2 of 3 The cost of services provided by Yellowstone each year exceeds $50,000; therefore, approval by the Southlake Parks Development Corporation and City Council is required. Funding for contract landscape services and well as funding for non - capital park improvements which could consist of landscaping is accounted for in the FY 25 SPDC Operating Budget. On September 17, 2024, the City Council approved funding for landscape services with O'Donnell's Landscape Services, dba, Yellowstone Landscape as part of the City Council funding authorization process. Staff is now asking SPDC to approve the SPDC portion of that funding. Financial Considerations: Funding for contract landscape services is included annually within the City Council -adopted Budget. For FY 25, City-wide expenditures are budgeted at $2,014,370. FY 2025, expenditures for contract landscape services and non -capital park components related to SPDC parks will not exceed the $499,000 allocated within the adopted FY 2025 SPDC Operating 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 recommendation November 05, 2024 Legal Review The contract for landscape services has been reviewed and recommended by the City Attorney. Alternatives: Alternatives may include: SPDC approve as presented SPDC approve with input as desired SPDC decision not to approve Attachments: Current contract with O'Donnell's Landscape Services, LLC dba Yellowstone Landscape. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Parks Development Corporation Meeting Date — November 05, 2024 Page 3 of 3 Recommendation: Recommendation on SPDC funding for landscaping services with O'Donnel's Landscape Services, LLC, dba Yellowstone Landscape for an amount not to exceed $499,000 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Current contract with O'Donnell's Landscape Services, LLC dba Yellowstone Landscape. ORIGINAL DOCUMENT CITY OF CITY OF St lU'ITH,%K E SOUTHLAKE Council Actim -1 Ord. es, o C 19 Date Approvedv 4w alb — November 15, 2023 O'Donnell's Landscape Services, LLC., dba Yellowstone Landscape 240 Timberline Lane Southlake, Texas 76092 Attn: Mr. Scott O'Donnell Subject: Notification of Contract Renewal for Landscape Services for City of Southlake RFP201 OB540JC200011 Dear: Mr. O'Donnell: The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Landscape Services for City of Southlake RFP2010B540JC200011". This renewal shall become effective January 19, 2024, 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 RFP DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to one (1) more one (1) year annual renewal. City Contact: Junior Camacho 817-748-8357 Send all billing to: City of Southlake accountspLayable@ci.southiake.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. Sincere Tim Slifka Purchasing Manager CPPO, B City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 tsfifka@.ci.southlake.tx.us Contract R n wal Accepted: j Signed: , Date: / ��-11� �� 1) a Yelverton, City Manager ity of Southlake Pricing Information for O'Donnell's Current Cost Updated Cost FY 23-24 Increase Percentage GROUP 1- FINISH MOWING AND LANDSCAPE SERVICES Town Hall Building- Mowing Services Per Scope of Services $ 21.21 $ 21.42 1.0% Town Hall Building- Landscape Services Per Scope of Services $ 8.08 $ 8.16 1.0% Rustin Park - Mowing Services Per Scope of Services $ 75.75 $ .76.51 1.0% Rustin Park - Landscape Services Per Scope of Services $ 30.30 $ 30.60 1.0% Family Park - Mowing Services Per Scope of Services $ 80.80 $ 81.61 1.0% Family Park - Landscape Services Per Scope of Services $ 30.30 $ 30.60 1.0% Central Park - Mowing Services Per Scope of Services $ 45.45 $ 45.90 1.0% Central Park - Landscape Services Per Scope of Services $ 25.25 $ 25.50 1.0% Summit Park - Mowing Services Per Scope of Services $ 113.12 $ 114.25 1.0% Summit Park - Landscape Services Per Scope of Services $ 15.15 $ 13.30 1.0% Frank Cornish Park - Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% McPherson Park - Mowing Services Per Scope of Services $ 90.90 $ 91.81 1.0% McPherson Park - Landscape Services Per Scope of Services $ 20.20 $ 20.40 1.0% DPS Headquarters - Mowing Services Per Scope of Services $ 75.75 $ 76.51 1.0% DPS Headquarters - Landscape Services Per Scope of Services $ 25.25 $ 25.50 1.0% Garden District - Mowing Services Per Scope of Services $ 75.75 $ 76.51 1.0% Garden District - Landscape Services Per Scope of Services $ 25.25 $ 25.50 1.0% Garden District Park - Mowing Services Per Scope of Services $ 90.90 $ 91.81 1.0% Garden District Park- Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% Tree Wells on Any Named Street - Landscape Services Per Scope of Services $ 20.20 $ 20.40 1.0% Town Square Beds on Any Named Street - Landscape Services Per Scope of Services $ 84.84 $ 85.69 1.0% Town Square FM 1709 Right -of -Way - Mowing Services Per Scope of Services $ 121.20 $ 122.41 1.0% North Carroll Avenue Medians and Right -of -Way - Mowing Services Per Scope of Services $ 42.42 $ 42.84 1.0% North Carroll Avenue Medians and Right -of-Way- Landscape Services Per Scope of Services $ 25.25 $ 25.50 State Street Right -of -Way - Mowing Services Per Scope of Services $ 15.15 $ 15.30 1.0% Bicentennial Park - Mowing Services Per Scope of Services $ 1,439.25 $ 1,453.64 1.0% Bicentennial Park - Landscape Services Per Scope of Services $ 80.80 $ 81.61 1.0% The Marq - Mowing Services Per Scope of Services $ 318.15 $ 321.33 1.0% The Marq - Landscape Services Per Scope of Services $ 60.60 $ 61.21 1.0% Southlake Tennis Center- Mowing Services Per Scope of Services $ 176.75 $ 178.52 1.0% Southlake Tennis Center- Landscape Services Per Scope of Services $ 35.35 $ 35.70 1.0% GROUP 2 - SEMI ROUGH MOWING AND LANDSCAPE SERVICES DPS West - Mowing Services Per Scope of Services $ 156.55 $ 158.12 1.0% DPS West - Landscape Services Per Scope of Services $ 20.20 $ 20.40 1.0% Royal & Smith Park - Mowing Services Per Scope of Services $ 222.20 $ 224.42 j Royal & Smith Park - Landscape Services Per Scope of Services $ 10.10 $ 10.20 1.0% Southlake Sports Complex - Mowing Services Per Scope of Services $ 419.15 $ 423.34 1.0% Southlake Sports Complex - Landscape Services Per Scope of Services $ 10.10 $ 10.20 1.0% Southlake Sports Complex Fields Only - Mowing Services Per Scope of Services $ 176.75 $ 178.52 1.0% DPS North - Mowing Services Per Scope of Services $ 313.10 $ 316.23 1.0% DPS North - Landscape Services Per Scope of Services $ 20.20 $ 20.40 1.0% Public Works Operations - Mowing Services Per Scope of Services $ 212.10 $ 214.22 1.0% Public Works Operations - Landscape Services Per Scope of Services $ 10.10 $ 10.20 1.0% Southlake Activity Center - Mowing Services Per Scope of Services $ 237.35 $ 239.72 1.0% Southlake Activity Center- Landscape Services Per Scope of Services $ 10.10 $ 10.20 1.0% Stone Lakes Walkway - Mowing Services Per Scope of Services $ 17.17 $ 17.34 1.0% Stone Lakes Walkway - Landscape Services Per Scope of Services $ 8.08 $ 8.16 1.0% Pump Station # 1 - Mowing Services Per Scope of Services $ 217.15 $ 219.32 1.0% Pump Station # 1- Landscape Services Per Scope of Services $ 10.10 $ 10.20 1.0% Pump Station # 2 - Mowing Services Per Scope of Services $ 191.90 $ 193.82 1.0% Pump Station # 2 - Landscape Services Per Scope of Services $ 10.10 $ 10.20 1.0% East Haven Park - Mowing Services Per Scope of Services $ 38.38 $ 38.76 1.0% East Haven Park - Landscape Services Per Scope of Services $ 2.02 $ 2.04 1.0% Koality Park - Mowing Services Per Scope of Services $ 121.20 $ 122.41 1.0% Koality Park - Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% Liberty Park at Sheltonwood - Mowing Services Per Scope of Services $ 202.00 $ 204.02 1.0% Liberty Park at Sheltonwood - Landscape Services Per Scope of Services $ 20.20 $ 20.40 1.0% Lonesome Dove Park - Mowing Services Per Scope of Services $ 156.55 $ 158.12 1.0% Lonesome Dove Park - Landscape Services Per Scope of Services $ 10.10 $ 10.20 1.0% Noble Oaks Park - Mowing Services Per Scope of Services $ 186.85 $ 188.72 1.0% Noble Oaks Park - Landscape Services Per Scope of Services $ 5.05 $ 5.10 1.0% Bob Jones Park - Mowing Services Per Scope of Services $ 1,010.00 $ 1,020.10 1.0% Bob Jones Park - Landscape Services Per Scope of Services $ 20.20 $ 20.40 1.0% Chesapeake Park - Mowing Services Per Scope of Services $ 252.50 $ 255.03 1.0% Chesapeake Park- Landscape Services Per Scope of Services $ 10.10 $ 10.20 1.0% North Park - Mowing Services Per Scope of Services $ 707.00 $ 714.07 1.0% North Park - Landscape Services Per Scope of Services $ 30.30 $ 30.60 1.0% Gateway Park - Mowing Services Per Scope of Services $ 56.56 $ 57.13 1.0% Gateway Park - Landscape Services Per Scope of Services $ 5.05 $ 5.10 1.0% Oak Pointe Park - Mowing Services Per Scope of Services $ 101.00 $ 102.01 1.0% McPherson Branch Channel - Mowing Services Per Scope of Services $ 20.20 $ 20.40 1.0% McPherson Branch Channel - Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% GROUP 3 - ROUGH CUT/RIGHT OF WAY MOWING North Kimball Lot - Mowing Services Per Scope of Services $ 15.15 $ 15.30 1.0% Shady Lane Lift Station - Mowing Services Per Scope of Services $ 30.30 $ 30.60 1.0% Torian Lift Station - Mowing Services Per Scope of Services $ 20.20 $ 20.40 1.0% Torian Lift Station - Landscape Services Per Scope of Services $ 5.05 $ 5.10 1.0% Shumaker Lot - Mowing Services Per Scope of Services $ 30.30 $ 30.60 1.0% Lonesome Dove Lots - Mowing Services Per Scope of Services $ 30.30 $ 30.60 1.0% Lonesome Dove Lift Station - Mowing Services Per Scope of Services $ 35.35 $ 35.70 1.0% Dove Estates Lift Station (Peninsula Drive) - Mowing Services Per Scope of Services $ 30.30 $ 30.60 1.0% Harbor Court Trailhead - Mowing Services Per Scope of Services $ 30.30 $ 30.60 1.0% Quail Run Lift Station - Mowing Services Per Scope of Services $ 15.15 $ 15.30 1.0% Quail Run Lift Station - Landscape Services Per Scope of Services $ 5.05 $ 5.10 1.0% North Carroll Lot - Mowing Services Per Scope of Services $ 25.25 $ 25.50 1.0% Loch Meadow Lift Station - Mowing Services Per Scope of Services $ 30.30 $ 30.60 1.0% Dove Tower Lots - Mowing Services Per Scope of Services $ 101.00 $ 102.01 1.0% Lot Across from Bob Jones Park - Mowing Services Per Scope of Services $ 28.28 $ 28.56 1.0% North White Chapel Lift Station - Mowing Services Per Scope of Services $ 28.28 $ 28.56 1.0% Homestead Lot - Mowing Services Per Scope of Services $ 30.30 $ 30.60 1.0% Bob Jones Nature Center & Trails - Mowing Services Per Scope of Services $ 212.10 $ 214.22 1.0% Bob Jones Nature Center & Trails - Landscape Services Per Scope of Services $ 25.25 $ 25.50 1.0% West Bob Jones Lift Station - Mowing Services Per Scope of Services $ 15.15 $ 15.30 1.0% Sutton Place Lot - Mowing Services Per Scope of Services $ 30.30 $ 30.60 1.0% Florence Tower - Mowing Services Per Scope of Services $ 60.60 $ 61.21 1.0% Pine Lot - Mowing Services Per Scope of Services $ 30.30 $ 30.60 1.0% i Miron Tower- Mowing Services Per Scope of Services $ 65.65 $ 66.31 1.0% Gateway Lift Station - Mowing Services Per Scope of Services $ 25.25 $ 25.50 1.0% Gateway Lift Station - Landscape Services Per Scope of Services $ 5.05 $ 5.10 1.0% Bank Street Lift Station - Mowing Services Per Scope of Services $ 30.30 $ 30.60 1.0% Westlake Lift Station - Mowing Services Per Scope of Services $ 20.20 $ 20.40 1.0% Westlake Lift Station - Landscape Services Per Scope of Services $ 5.05 $ 5.10 1.0% Shady Oaks Lift Stations (2) - Mowing Services Per Scope of Services $ 10.10 $ 10.20 1.0% Shady Oaks Lift Stations 2) - Landscape Services Per Scope of Services $ 5.05 $ 5.10 1.0% Highway 114 Right -of -Ways & Bridges - Mowing Services Per Scope of Services $ 505.00 $ 510.05 1.0% Highway 114 Center Areas - Mowing Services Per Scope of Services $ 3,030.00 $ 3,060.30 1.0% Right -of -Ways North of 114 - Mowing Services Per Scope of Services $ 1,313.00 $ 1,326.13 1.0% Right -of -Ways South of 114 - Mowing Services Per Scope of Services $ 1,515.00 $ 1,530.15 1.0% GROUP 4 - BRUSH HOG MOWING Foxfire Lot - Mowing Services Per Scope of Services $ 50.50 $ 51.01 1.0% East Highland Lot - Mowing Services Per Scope of Services $ 151.50 $ 153.02 1.0% GROUP 5 - ROUNDABOUTS AND PORTALS - LANDSCAPE SERVICES ONLY Roundabout Carroll - Continental - Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% Roundabout White Chapel - Continental - Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% Roundabout White Chapel - Dove - Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% Roundabout Canoll - Dove - Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% Roundabout Sam School Road - Dove - Mowing Services Per Scope of Services $ 25.25 $ 25.50 1.0% Roundabout Sam School Road- Dove- Landscape Services Per Scope of Services $ 10.10 $ 10.20 1.0% White Chapel - Highland - Mowing Services Per Scope of Services $ 20.20 $ 20.40 1.0% White Chapel - Hi land - Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% Zena Rucker - Tower Blvd - Mowing Services Per Scope of Services $ 75.75 $ 76.51 1.0% Zena Rucker - Tower Blvd - Landscape Services Per Scope of Services $ 10.10 $ 10.20 1.0% Hwy 114 Monument Si - Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% Pe tonville Portal at 1709 - Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% White Chapel Portal at 1709 - Landscape Services Per Scope of Services $ 15.15 $ 15.30 1.0% GROUP 6 - MEDIANS - SEMI ROUGH MOWING AND LANDSCAPE SERVICES Hwy 114 Corridor at 1709 - Mowing Services Per Scope of Services $ 60.60 $ 61.21 1.0% Hwy 114 Corridor at 1709 - Landscape Services Per Scope of Services $ 30.30 $ 30.60 1.0% FM 1709 Medians - Landscape Services Per Scope of Services $ 858.50 $ 867.09 1.0% Carroll Avenue Medians - Mowing Services Per Scope of Services $ 60.60 $ 61.21 1.0% Carroll Avenue Medians - Landscape Services Per Scope of Services $ 20.20 $ 20.40 1.0% Kimball Avenue Medians - Mowing Services Per Scope of Services $ 60.60 $ 61.21 1.0% Kimball Avenue Medians - Landscape Services Per Scope of Services $ 50.50 $ 51.01 1.0% West Kirkwood Blvd Medians and Dove Medians - Mowing Services Per Scope of Services $ 404.00 $ 408.04 1.0% West Kirkwood Blvd Medians and Dove Medians - Landscape Services Per Scope of Services $ 50.50 $ 51.01 1.0% East Kirkwood Blvd Medians - Mowing Services Per Scope of Services $ 40.40 $ 40.80 1.0% East Kirkwood Blvd Medians - Landscape Services Per Scope of Services $ 50.50 $ 51.01 1.0% FM 1938 Medians and Right -of -Ways - Mowing Services Per Scope of Services $ 404.00 $ 408.04 1.0% FM 1938 Medians and Right -of -Ways - Landscape Services Per Scope of Services $ 75.75 $ 76.51 1.0% Nolan Street Medians - Mowing Services Per Scope of Services $ 25.25 $ 25.50 1.0% White Chapel Medians - Mowing Services Per Scope of Services $ White Chapel Medians - Landscape Services Per Scope of Services $ 35.35 $ 35.70 1.0% GROUP 7 - MISCELLANEOUS SERVICES OR PRODUCTS - TO BE PART OF EVERY GROUP Hourly Labor Rate for "As Requested" Services $ 30.30 $ 30.60 1.0% Code Enforcement Abatement Mowing Per Scope of Services $ 30.30 $ 30.60 1.0% Hand Watering Services $ 35.35 $ 35.70 1.0% Park Hardscape Mason Lead $ 101.00 $ 102.01 1.0% Park Hardsca a Mason $ 55.55 $ 56.11 1.0% Soil Preparation Services Per Scope of Services - Per Individual for Hydro -Mulching Services $ 30.30 $ 30.60 1.0% Light Grading Soil Preparation Services Per Scope of Services for Sod and Hydro Mulching Services - Per Individual $ 30.30 $ 30.60 1.0% Line Trimming and/or Edging Services for Additional Sidewalk and Fence Lines Added Throughout City per Scope of Services. $ 0.01 $ 0.01 1.0% Core Aeration of Turf per Scope of Services $ 0.03 $ 0.03 1.0% Removal and Disposal of Core Aeration Plus per Scope of Services $ 0.05 $ 0.05 1.0% Machine Verticutting of Turf per Scope of Services $ 0.01 $ 0.01 Top Dressing Services Including Labor Per S . Ft. $ 0.01 $ 0.01 Vendor Material Cost. Vendor Discount off of List Price. 2% 2% Provide and Apply Hardwood No -Float Mulch as Required/Requested per Scope of Services. $ 3.03 $ 3.06 1.0% Provide and Apply Cedar No -Float Mulch as Required/Requested per Scope of Services. $ 2.53 $ 2.55 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. $ 35.35 $ 35.70 1.0% Rye Grass Over -Seeding. Price to Include Labor Related Charges Only per Scope of Services. $ 0.07 $ 0.07 1.0% Landscape Services for Additional Tree Wells as Requested. $ 2.02 $ 2.04 1.0% Acorn or Leaf Removal Services $ 0.05 $ 0.05 1.0% Delivery of Plant Materials, Mulch, Landscape Materials $ 151.50 $ 153.02 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 $ 0.21 1.0% GROUP 8 - IRRIGATION SERVICES TO BE PART OF EVERY GROUP Licensed Irrigator $ 75.75 $ 76.51 1.0% Irrigation Tech $ 75.75 $ 76.51 1.0% Irrigation Helper Removed from Contract per Amendment 0 2 Irrigation Audit Per Controller and Required Repairs. All Locations. $ 75.75 $ 76.51 1.0% Parts Cost. Vendor discount from List Price %for Irrigation New or Repair Parts 2% 2% 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 $ 0.01 Fertilizer Application Per S . Ft. of Granular Applied. (Labor Cost) $ 0.01 $ 0.01 Vendor Discount off of Mfg. List Price of Chemical Fertilizer Product Applied 5% 5% Vendor Discount off of Mfg. List Price of Granular Fertilizer Product Applied 5% 5% i Pesticide or Herbicide Application Per Unit of Measure of Chemical Applied (Labor Cost) $ 0.01 $ 0.01 Pesticide or Herbicide Application Per S . Ft. of Granular Applied. (Labor Cost) $ 0.01 $ 0.01 Vendor Discount off of Mfg. List Price of Chemical Pesticide or Herbicide Product Applied. 5% 5% Vendor Discount off of Mfg. List Price of Granular Pesticide or Herbicide Product Applied. 5% 5% PLIT UAKE 19 Nav rnberI , 2Q2'3s atpannelll's;Landts�Svcs;,, IhM. Z40, u'i li beiiin&Lane: Siauthll'ake„ Texas 7=92 ORIGINAL DO('L'>\ ENT G1TY Ui; SO( 411-ILAKE Council Action: V1 Ord./Res. No. Dale Approved�'�� gnu: Coaftft AmendivMt * 21, for Landsupe; Services f0f, City; Gf' t3UMWISE RFMKVBSWJ=G)Ili DearMr:. Man, neilt: The! Cityr of, SiautlhlaWs, con, tmett for Landscape; Services for City, of SouthWW RiFP204108640U.C209GIM reGuestsrtlheIbifi wing;. 1t Renlicoalloftonfitamtiitlemi#8r3, fmigatien Helper Group,8,— Irrigation Services— TiD�BL-,P!Mtof' Ev"," Ghaupat;a+ cost efseventW-fivedollars,(475.00)i c 2. NkD) eWwchangpsam regpestedL Director, Ffirranee ft sigmngi furls amen, dhient„ venAdrr is; acknowledging an, agi�wnq to, ttref addition, s, made to the temias amdi eomdittcsnsa ass statedi ini th, e•eaistingi contract!. Uendor must aeknoxiedge receiot ef,'ttris amendcment byY retiuming siggedi amrendiment via, emaili to:: ;tsIifka(c_dLsouthIIke_tx.us or, via maili to: City! on' Siat�itllIMe Rharim 0 . , t.140a. Maim Sheet Suite' W Sbutthla3 ,. Texae76092 Man, ti6rr Trim; Siiflia. C'� S cdii F �'�onrcll Signed: Printed; Name: Ttle::G'cvwf---lVftr,L3er --- Company Name:O'�.7v�rc\�s��r,asc.��ee,lal�owy}v.L Dated: Please:call)ffll7-7/4"342'witt, any gwestions Sincerely/, E Tine Slitlia C i PUrcliasingl Managor CPPO),, CPP& tsliflta(gdiswthlaken.tx use Nvt H �q kF e, TRMC 'ARY ' v %., ..... . CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 of 1 Complete Nos. 1- 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. 7-7 OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2023-1094443 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. O'Donnell's Landscape Services, LLC Southlake, TX United States Date Filed: 11/14/2023 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. City of Southlake Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. RFP201OB540JC200011 Landscaping Services 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Party. ❑ X 6 UNSWORN DECLARATION My name is 5 C o t-t G 0V-b r) and my date of birth is UA) My address is 21ti10 E. SbJ^ ��c�t ��, 5't- Ll��"l SG �4�ic1,c- �7� �(�act2 1.1 S A (street) (city) (slate) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in Y, County, State of Xa i on the l�'A day of -tA0Jt1'n6(`, 20Z� . (month) (year) Signature of authorized agent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V3.5.1.Of381ab6 �Iti': Uf SOUTHLAKE 19 December 6, 2022 O'Donnell's Landscape Services, LLC 240 Timberline Lane Southlake, Texas 76092 Attn: Mr. Scott O'Donnell ORIGINAL DOCUf ENi T CITY ON SOUTI-ILAKE Council Action:(_VN Ord./Res. No. ------ Date Approv4d I Subject: Notification of Contract Renewal for Landscape Services for City of Southlake RFP201 OB540JC20001 1 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 RFP2010B540JC20001 1". This renewal shall become effective January 19, 2023 pending City Council approval (CC Award date JN) and shall continue in full force based on the terns and conditions of the initial award. As a condition of contra t 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 (L,o) 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 fern 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. Cite Contact: Junior Camacho 817-748-8357 Send all billing to: City of Southlake accountspavable(w, ei.southlake.Lx.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 Sincere��% Tirn Slitk`� Purchasing Manager CP O, CPPB City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 is I i (kaa &c i.so uth lake. tx. us Fax: 8 l 7-748-8010 Contract Rene al A •ce ted: Signed: Date: I a3 V4ayor 4011n-1iti fmitn (h)-re*,,.. City of Southlake W i 1l `��ttllllll/�� `�. gip•.•, ..,,• `�. • .. t Attes can m el err, V1C City Secretarp i )pproved to F rm C ty Attorney Timothy Slifka From: Scott ODonnell <scottod@teamols.com} Sent: Thursday, December 1, 2022 7:27 PM To: Timothy Slifka Cc: Junior Camacho; Marcy Haddadi; Michael Reasoner; Rose Ferguson Subject: RE Contract Renewal Importance: High Tim, Thanks for the communication. In today's economic uncertainty getting a 1% is much needed. O'Donnell's will very much be requesting the 1% increase at this renewal. I will complete the spreadsheet and required justification for the increase. All the best, Scott E. O'Donnell From: Timothy Slifka <tslifka@ci.southlake.tx.us> Sent: Thursday, December 1, 2022 4:33 PM To: Scott O'Donnell <scottod@teamols.com> Cc: Junior Camacho <fcamacho@ci,southlake. tx.us>; Marcy Haddadi <mhaddadi@ci.southlake.tx.us>; Michael Reasoner <MReasoner@ci.southlake.tx.us>; Rose Ferguson <RFerguson@ci.southlake.tx.us> Subject: Contract Renewal Good afternoon Scott. Our Parks department reached out to me seeking to renew our landscape contract. Will O'Donnell's be requesting the 1% increase at this renewal or will pricing remain the same for this next renewal period? If your company will be requesting an increase, please complete the Excel Spreadsheet and return to me at your earliest convenience along with the required justification for the increase. Thank you in advance! Tim Timothy Slifka., CPPO, CPPS Purchasing Manager 1400 Main Street Suite 420 SOuthlake. Texas 76092 Phone: 8,17-748-8312 Fax: 817-748-8010 tslifka(ci)-ci.south lake. tx.us Pricing Infonnalion forO'Donnell's Cuoeotco,t Updated Cod Ih ='-1 Increase Percentage GROUP 1 - FINISH MOWING AND LANDSCAPE SERVICES Town Hall Building. Mowing Services Per Scope of Servictw 5 21.1111 5 2121 LU'b Town Fial1 Building • Landscape Services Per Scope of Services S S.lti) i $,US LLV" Itustin Park - Mowing Service, Per Scope of Services S 73iflo 5 - - 1.11'S, Rusftn Park - Landscape Services Per Scope of Services i 41,00 5 10.117 UJ`", Family Park- Mowing Services Per Scope of Services 5 AMO 5 80.813 1.0"6 Family Park •Landscape Services Per Scope of Services 4RLOU 5 1011) 1.0'k. Central Park • Mowing Services Per Scope of Services 5 43.01) -15.d3 Central Park - Landscape Services 11er Scope of Services i S.00 5 ? ;.2i Summit Park -Mowing Services Per Scope of Services i 11200 5 111.12 LU"d Summit Park - Landscape Services Per Scope of Services 5 15.00 i 15.15 LfeS Frank Cornish Park- Landscape Services Per Scope ofServices i 1,011 i 15.13 1.011; McPherson Park -Mewing Services Per Scope of Services i '717.Uii 5 1)0.90 McPherson Park - Landscape Services Per Scope of Services i 20.00 i 11120 LO DPS Headquarters -Stowing Services For Scope of Services i aUU � _- - LU DPS Headquarters • Landscape Services Per Scope of Services 5 53 00 s 2; 2; Ld":, Garden District - Mowing Services Per Scope of Services S 75.00 i 73,71 JAY*. Garden District - Landscape Services Per Scope of Services S 29 Ca i 2i 27 1,0`.: Garden District Park - Mowing Services Per Scope of Services i •>f_7aN) S ut! ` i) t 0 Garden District Park - Wndscape Services Per Scope of Services i L iN7 I i.l i D1•; Tree Wells on Any Named Street - Landscape Services Per Scope of Services 9 211UU S 20.211 11)=; Town Square Heds on Any Named Street - Landscape Services Per Scope of Services i tU.00 i 44.,i-1 1,0-, Town Square FM 1709 Right -of -Way - blowing Services Per Scope of Services 12l),IA) 5 121, 20. 101, North Carroll Avenue Medians and RighMtf-Way- %lowing Services Per Scope of Services i 12.(4) b d2: L2 Ld' North Carroll Avenue Medians and Right-af-Way - Landsca pe.Services Per Scope of Services - 2.,!Hr -� 25.2; Ltl°; State Street Right -of -Way - Mowing Services Per Scope of Services Bicentennial Park - Mowing Services Per Scope of Services 5 L12i 0) i 1.130,25 L0", Bicentennial Park - Landscape Services 1'e, Scope of Services i U)!7t7 S 80.80 1.0' , The Marq - Mowing Services Per Scope of Services i 315.0) > 118.13 j 1.0' The Marq- landscape Services Per Scope of Services 5 E1J.tll) S W.UI) LU:`. Soathlake Tennis Center - Mowing Services Per Scope of Services i 175.00 5 I�h.; i 1 U":, Southlake tennis Center- Landscape Services Per Scupe of Services i 51H) i i,5.3; I o ,7 GROUP 2-SEMI ROUGH MOWING AND LANDSCAPE SERVICES DI'S 4ves1- blowing Services Per Scope of Services i ISS.IIU i 1 (i.;i I.W.; DPS West -Landscape Services Per Scope of Services 5 _'[7,UtJ 5 20121) I0- Royal & Smith Park -blowing Services Per Scope of Services i 22000 + 12?0 1.W° Royal St Smith Park - Landscape Services Per Scope of Services i 10A) 10.I1) 10 , Southlake Sports Complex - Mowing Services Per Scope of Services IL'I.M -IV 13 1 J•.; Southlake Sports Complex - Landscape Services Per Scope of Services i 10.Q0 5 10.10 I01, Southlake Sports Complex Fields Only - Mowing Services Per Scope of Services S 17;.00 5 176.75 1,0", DPS North - Mowing Services Per Scope of Services 111010 11 i,11) 101% nps North - I—d—p.. Ser,ires PrP 5.•olre of Snrvi.•ec c Y1 uu a 211 1 W%, Public Works Operations - Mowing Services Per Scope of Services S2111.00 5 211t0 LO"i. Public Works Operations- Landscape Services [Per Scope of Services i 10AU s 11110 L0"•; Southlake Activity Center • Mowing Services Per Scope of Services 5 111AX) - I O" :, Southlake Activitv Center- Undscape Service» Per Scope of Service� 5 10.00 5 10. 10 LO"� Stone Lakes Walkway -Moving Services Per Scope of Services 5 1700 5 17.1; t 0"; Stone Lakes Walkwav - Landscape Services Per Scope of Services - .S.IA) 5 8.118 1A) Pump Station # I -Mowing Services lrer Scope of Services 21;AX) 5 217. I; LO"s Pump Station # 1 - Landscape Services Per Scope of Services i 11100 S [o. 10 10':'r. Pump Station # 2-Mowing Services Per Scope of Services > PA!.1A) i PtLW) 10A, Pump Station 0 2 - landscape Services Per Scope of Services 10A) i IO.IO LOa, - East Haven Park —Mowing Services Her Scope of Services 5 .y 114O i ;d. 1,14 1 0•; East Haven Park - Landscape Services Per Scope of Service: 2)A) S 202 10 Koality Park - %lowing Services Pet Scope of Services: 5 1200) 5 121.20 1 0", Koality Park - Landscape Services Per Scope of Services I )A) S I i.1; 10':. Liberty Park at Sheltonwood -Mowing Services Per Scope of Services 5 310.00 5 Lo'K. Liberty Park at ShOtonwood • Landscape Services Per Scope of Services 2U C11 c 2i11O 10 Lonesome Dove Park - :%lowing Services Per Scope of Services S 155.0) S 13"'li 1 0"S Lonesome Dove Park - Landscape Services Per Scope of Services 03,10 10 I O I1)" Noble Oaks Park - blowing Services Per Scope of Services Ib+.Ih) > IKn:93 I�rt� Noble Oaks Park - Landscape Services Per Scope of Services $ >.00 S ; t)5 10". Bob loner Park -Mowing Services Per Scope of Services 5 Lffl),OO $ LOIUSx) LO"+. Bob Jones Park - Landscape Services Per Scope of Services 21L0 i 20.21) I Chesapeake Park • Mowing Services Per Scope of Services 250.:A) 5 23250 1.0.. Chesapeake Park - Landscape Scrvires Per Scope of Services - 10.00 5 Ill 01 I 0'1:. North Park . Alnwing tierviroc Iron Slop.•. of S..rviq;c -1 A) OU 'u7 w) LO". North Park - Undscape Services Per Scope of Services 5 14) 00 , 41, 10 1 W'a Gateway Park - Mowing Services Per Scope of Services S u r111 S - - 1.0", Gateway Park - Landscape Services Per Scope of Services 5 ; 19) 5 0, 10 Oak Pointe Park - Mowing Services Per Scope of Services 100 tht S IOt.OIi 10 McPherson Branch Channel -Mowing Services Per Scope of Services it). GO 5 20 20 10 McPherson Branch Channel - Landscape Services Per Scope of Services I 100 S I � GROUP 3- ROUGH CUT/RIGH•rOF WAY MOWING V! North Kimball Lot —Mowing Services Per Scope of Services 5 1, un I5.15 LU'F, Shady Lane Lift Station - Mowin • Services Per Scope of Services 1 '4) dU i al 31) l.il'", Torian Lift Station -Mowing Services Per Scope of Services S 20!10 5 20.20 Ltl". Torian Lift Station - Landscape Services Per Scope of Services 5 1 IM i i U3 10'^' Shumaker Lot - Slowing, Services Per Scope of Services Lonesome Dove Lots - Mowing Service•• Per Scope of Services 5 -41,00 i w 10 i 01.: Lonesome Dove Lift Station - Mowing Services Per Scope of Services i 35.tM . +5.13 I.IP': Dove Estates Lift Station IPeni nsu la Drive) - Mowing Services Per Scope of Servictt. i 10.00 i Al _0 10", "arborcourt(railhead -Mowin Services Per Scope of Services .4)DU 'U.30 LU", Qua iI [tun Lift StaIiun - Mowin • Services Per Sco pe of Services ? 1 .00 13.I , 111". Quail Nun Lift Station- Land -cape Services Per Scope of Services 5 3.0) o ?el? 111, North Carroll Lot - Mowin Services Per Sco eof Services 5 ''_i.i'Q i.U' �• Loch Meadow Lift Station - Mowing Services Per Scope of Services i 3U.'Al i 30..10 LU t, Dove Tower Lots - Mowing Services Per Scope of Services 5 iUO.tiU i 101.0) 1.0111 Lot Ace from Bob janes Park -Mowing Services Per Scope of Services 5 ]B.IN) i 23.2.4 North White Chapel Lift Station -Mowing Services Per Scope of Services i 21) y) i 2S_28 l.t) Homestead Lot - Mowin Services Per Scope of Services i -4) iAI s III, It) L11". 1. Bob Janes Nature Center & Trails - blowing Services Per Scope of 5 •rvice `I uij, 212. 10 1 Bob Jones Nature Center & Trails - Landscape Services Per Scope of Services 2: W 2; 25 LU" West [lob lones Lift Station -Mowin • Services Per Scope of Services ti.0i? i 1;.l5 1 0" Sutton Place Lot -%lowing Service,- Per Sca eof Services i YI!y) I i iU_io DY ' Flomnce rower - Mowing services Per Scope of Services Pine Lot - Mowing S m•ices Per Sco eof Services i ;ILUtI 5 1U 3U 1 U Miron Tower - N[mving Services Per Scope of Services t±5 M) 5 ; ,i 10 Gatewav Lift Slation -Mowing Services Per Sell a of Services - ?; 23 LU-t: Gateway Lift Station - Landscape Services Per Scope of Services i i.tM) i i 1); 1 0" •, Bank Street Lift Station - Mowing Services Per Scope of Services i 111) 3 3t I.W LO"„ Westlake Lift Station - Mowing Services Per Scope of Services i 20.th? ti 20 21) 1 1) , Westlake Lift Station • Landscape Services Per Scope of Service~ tA) y -16 10111 ..Shady Oaks Lift Stations la - Mowing Services Per Scope of Services i IU tlli iu lU tli`: Shady Oaks Lift Stations 2 - Landscape Services Per Scopv of Services > i.ttl i i .?� [!)`• Highway 114 Right -of -Ways & Bridges - Mowing Services Per Scope of Services i 5481.IH1 50D ;Nl 10 Hi way 114 Center Areas- Mow ing Services Per Scope of Services 3.uUtl!9) I'010.0 I 0 , Ri ht-of-Wa s North of 114 -Mowing Services Per Scope of Sery icn L)t'tLtt? > I. i i 1.011 l i!'t' Ri t-of-Wa s South of 114 - Mowin Services Per Scope of Services 1 l mill - 1 SIS (H) 1 1) , GROUP d - BRUSH HOG MOWING Foxf;re Lot -Mowing Services Per Scope of Servicm i 9).Ull _ 50.iU IA` East Hi Idand Lot -Mowin ServicLs Per Scope of Services i 00.IR1 5 l3t.=0 LO":. GROUP S- ROUNDABOUTS AND PORTALS- LAN DSCAPE• SERVICES ONLY Roundabout Carroll - Continental - Landscape Services Per Scope of Services 1 1 011 y I= 13 1.11°; Rmndabout White Chapel - Continental - Landsca a Services PorScupo of Services 13.011 j I i. Li t 0". Roundabout While Chapel - love - Landscape Services Per Scope of Services i 13.110 5 13.1 i 1.0"a Roundabout Carroll - Dove - Landscape Services Per Scope of Services 15.00 i 13.1 i 1 U' 16 Roundabout Sam School Road- Dove - Mowing Services Per Scope of Services 5 r,.d0 i _'S.'_i 1.0", Roundabout Sam School (toad - Dove- Landscape Services Per Scope of Service, 5 IUDU 1 10 111 I.k. White Chapel -Highland - Mowing Services Per Scope of services 9t0p 5 -10 AI While Chapel - Hi land - Landscape Senfces Per Scope of Services Zeno Rucker - Tower Blvd -Mowing Servicew Per Scope of Services 5 -1011 - Lll`. Zeno Rucker- Tower Bh'd - Landscape Services Ile, Swope of Services 10.00 > 10.10 LU"t, Hwv 114 Monument Sign - Landscape Services Per Scope of Services S IS 00 3 15.1 i III,., Pe ionville Portal at I709- Landscape Seniors Per Scope of Services i GA0 , 1i.13 l W., While Chapel Portal at 1709- Landscape Services Per Sco a of Services I:i.IR) I:.I? 1.0", GROUP 6- MEDIANS -SEMI ROUGH MOWING AND LANDSCAPE SERV ICES Hwv 114 Corridor at 1709- Mowing Services Per.9cope of Services 5 !,0 00 i iill HU 1.0" Hwv 114 Corridor at 1709 - Landscape Services Per Scope of Services i .V100 i "ll.,4I 11Y, FM I%09 Mledians - Landsra a Services Per Scope of Service-, 5 5 1 U'_ Carroll Avenue Medians - Muwin Services Per Scope of Services -+LUO riU.nU I U", Carroll Avenue Medians - landscape Services Per Scope of Services i '0.1k) 5 2020 I.U`" Kimball Avenue Mledians - Ntowing Services Per Scope of Services 5 H).00 5 611.00 I.w", Kimball Avenue Medians - landscape Serving. Per Scope of Services i ;UTAI i 3050 1 U"., West Kirkwood Blvd Medians and Dove Medians- Mowing Services Per Scope of Services 5 )UU.ih) ± -W-L hl 1 Al".. West Kirkwood Blvd Medians and Dove Medians - Landsca a Services Per Scope of Services 00 5 >USt) 10 ,, East Kirkwood Blvd ,**Iedians - Mowing Services Per Scope ofServices W o 10 East Kirkwood 1110 Medians - Landscape Services Per Scope of Services i VLIIU : i() 30 LO', FM 193B Medimrs and Ki ,ht-of-Ways - Mtorvin Services Per Scope of 5ervices - 1410.11! i 411•1 0) hlv,. FM 1938 Medians and Ri hl-of-Wa s- Landsca a Services Per Scope of Services i.do 5 i 0",, Nolan Street Medians - Mlowin • Services Per Sco a of Services 22- LU":, White Chapel Medians -Mowing Servicw Per Sco euf Services White Chapel Medians - Landscape 5enices Per Score of Services 5 GROUP 7- MISCELLANEOUS SERVICES OR PRODUCTS - TO BE PART OF EVERY CROUP Hourly Labor Rate for "As Requested" Services i SUJIII 5 0 30 1.1116 Code Enforcement Abatement Mowing Per Scope of Services AIJIo i 30 dU lA'; Hand Watering Servics S -k:110 , 333.5 I W,, Park Hardsca a Mason Lead > B10.1AI i. 1O1.1AI Park Hardsca a Mason ro.00 5 "5..55 I.Il Soil Preparation Services Per Scope of Services - Per Individual for FWdro-Mulchin g Services -3 311.o(1 5 10.30 Lit'% Light Grading Soil Preparatiun Servicm Per Scope of Services for Sod and Hydro Mulching Services - Per Individual 5 41 till 111.30 Line Trimming and/or Edging Services for Additional Sidewalk and Fence Lines Added Throughout City per Scope of Services. ROI 5 0.0101 L01111 Core Aeration of "Turf per Scope (if Services 0.03 S O.0:10.3 Lll'K Removal and DLs oral of Core Aeration Plugs per Scope of Services 5 0,03 , 0.11503 Lit', Machine Verficutting of Turf perSco of Services S 0.111 , I10101 1O'". Top Dres'sing Services Including Labor Per Sq. Ft. O,ill 5 0 Mot 1.O11.1 Vendor Material Cost. Vendor Discount off of List Pd wce. �u, 0.11"a Provideand Apply Hardwood No -Float Mulch as Required/Requested r Scope of Services. S 3.1>n 5 1.03 10 Provideand Apply Cedar No -Float Mulch as Requiruesled per Scope of Services. 5 25U '+ 2,53 I'll Color Change Out of Flower Beds Per Provided Flat Price Rased on a 4" Pot Plant Size Quantity of 18 plants Per Flat Per Scope of Services. - S ;5 Ali? , ;5 l.-, LII't• Rye Grass Over -Seeding. Price to include Labor Related Charges Only per Scope of Services. 1LU' S 0.07o7 1.0111, Landscape Services for Additional Tree Welts as Requested. S IN y 202 10' • Acorn or Leaf Removal Services S it It, S 'o.0503 1011.1 Delivery of Plant Materials, Mulch, Undsca a Materials 5 Lill ou l3l.i0 1 01%, Hydro -Mulching' Services (Does not include seed cost or prep services cost but does include mulch, fertilizer, water and installation services.) 5 1121 i 0._'11_l 10".. GROUP 8-IRRIGA11O\5E.RVICLS 101:FP.\ItIOFEN, Eltt, CI' Licensed Irrigator 1 75 QIJ i 7i LO Irri tionTech 5 011 - "' III". h-rigaliun Helper , .,till 5 7375 1Al Irrigation Audit Per Controller and Required Repairs. All Locations. 4 Parts Cost: Vendor discount from List Price 4'o for Irrigation New or Repair !'arts U.11`6 GROUP 9 - FER FILIZA I ION AND WH D t'ON ON lL SERVICES - I'll RE I'.\l( IOF L• V 1,1t) GROUT' Fertil lzer Application Per Sq. FL of Chem icaI A p plied. I Labor Cost S JAI i (1.01111 1 11 Fertilizer Application PerS . FL of Granular Applied. Labor Cost > O.IJI S Il,0101 Vendor Discount off of Mfg. List Price of Chemical Fertilizer Product Applied 'n° 5" , 0.01J Vendor Discount off of Mf e. List Price of Granular fertilizer Product Applied ��!"-• Pesticide or Herbicide Application Per Unit of Measure of Chemical Applied (Labor Cost) !.01 5 0.01 0A": Pesticide or Herbicide Application Per S . FL of Granular Applied. Libor Cost S 001 S o.UI 0.4 Vendor Discount off of Mf • List Price of Chemical Pesticide or Herbicide Product Applied. Vendor Discount off of Mfg. List Price of Granular Pesticide or herbicide Product Applied, CAltCN SO n1-fl_ AM 19 December I �;. 2021 1)-Donnell's Landscape Services. 1-1_C ? 40 t-imberline Lane Southlake, Texas 70092 \ttri '\,Ir Scott O'Donnell (fI I G I N GIs DC}CIAILN F CITY OF SOLI I IL,XKE CouncII Ai:tiort:DN Ord.' ices. No. Date Approved Subject. Nontication of Contract Ranewal for Landscape Seri ices fur Ctt\ uI S outhlake RFP_t11 t)B� !t)JC_000I I Dear Vlr O'Donnell Donnell file C'it\ of Southlake is pro\iding notitication of contract rene\\al. pending Oty Council approval. for "Landscape tier\ ices for OR of Southlake RFP'O IOB5•40JC 20001 I' I his renewal ,,hall become etlecuve .hmuary 19. _102-2 pending Cn\ Council approval (CC :\\card date q144-*, I and :hall continue in full force based on the termi and conditions of the Initial award. As a condition of contract renewal, a price adjustment niav he requested by the \ender and considered h\ the CitN Price adjustments ma\ onl\ occur at the time of renewal and onl\ upon iecurimg the approval of the Cit} in \\clung. Requests for price adjustments must be solely for the purpose tit accommodating ail Increase in the vendor's cost, not profit. Per the original documents our compam \\III not he requesting an Increase at this rene\\at Fite terms and conditions proposed and accepted in this renewal agreement are •a: tbllows Payment Terms Net 30 da\s t chess other -wise noted - such as pre- and or partial payment) Method of Payment: `hall be made b\ purchasim-, card or purchase order Delr\er\ Term;. FOB Destination Deli\er\ Locations IF ST.•\ rED IN' RFB D( )CI. MIEN I Fern) of Contract Shall be eftectl\ e for twek e months from date tit rene\val and i eliunble for tip to uhree I I) more one I I ) A ear annual reneA\ak Cis Contact: Junior Camacho 317-745-335' Send all hillim-, to Cm, or Southlake accuuntst\a\able is .suuthiake.t,\,u� (preferred) or 1.400 Main Street. Suite 420. Accounts Pa\ ahle. Southlake. 1 X 76oQ2 t )tiler Char_es- fhe Clt\ of Southlake is a tax-exempt municipal corporation and I-, exempt from all federal. Gate. and local sales taxes \11 other specifications. tennis and condinons shall he as pro\ided in the orl21nal procurement documents tit.) other attachments to or in response to this agreement will he accepted unless appro%ed in \\rinnu h\ the Purchasmt, Nlana,,er or an authorized representative of the Ci[\ of Sotilhl:ike thank you tier participating in our procurement process Please call S 17-743-33 1 2' \\ uh am que•:uons Slncereh r I m Slifka Purchasing .Nlanager CPO., C'PPB Cot of Southlake~ 1410 Main Street, Suite 420 �outhlake, Teu.. 7609_' IJhika a e1.iou1h1 .kc.txAis Fax..317-7-49-SO10 Contract I��rie\\ I jAccept I,� �i_med. (� `' ---- --- - — Ma, )r John tuf nian Cit\ of Southlake `114IIIIIjjtj LA KF ��ri • �� ••• tC. 1 O , .X �er S it\ Secretam 0 Date 4�1r-ii�� .••.ir•K `x `W�p Dyed a, t�i Ill nd/i- tilt( I �111111111 _� �� or Cis Attornel ! ca r y Of ORIGINAL DOCUMENT SOUTHLAKE CITY OF SOUTHLAKE Council Act>ro 0 OrdJRc& No. _ _— DaW Approved _ a . ml_ January 19, 2021 O'Donnell's Landscape Services. LLC 240 Timberline Lane Southlake, Texas 76092 Attn, Mr. Scott O'Donnell Subject: Award Notification of Contract for Landscape Services for City of Southlake RFP201OB540JC200011 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' far Landscape Services for City of Southlake RFP201 OB540JC20001 V The award and this agreement are based on your proposal to the City, copy enclosed. This is a single vendor awarg contract. Your company's award is attached. This award was approved by the City of Southlake City Council on 11Aa tA The terms and conditions proposed and accepted in this agreement are as follows Payment Tema: 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 accountsoayabteAct.southtake.tx.us Other Charges: The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal. state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748.8312 with any questions Sincerely, Timothy Slifka Tim Slifka, CPPO, CPPB �<< Purchasing Manager City of Southlake 1400 Main Street, Suite 420 ' Southlake, Texas 76092 tsii(ka(a ci.southlake.tx.us Att Amy S e114 C Contract and Award Accept/qd: City Secretary, Signed: /I,c Date• t ��` �l A.p roved as to F i,4n a .' Mayor Laura Hill 0 it Southlake - it Attorne C y of S Y Y �(• i �. IF SOUTHLAKE 19 December 8, 2020 O Donnell's Landscape Services LLC 240 Timberline Lane Southlake, Texas 76092 Attn. Mr. Scott O'Donnell Subject: Award Notification of Contract for Landscape Services for City of Southlake RFP20 t OB540JC20001 1 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 RFP201OB540JC200011' 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 Deliver, 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 annul 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(Qci.south lake. tx.us Other Charges The City of Southlake is a tax-exempt municipal corporation and is exempt from all federal state. and local sales taxes All other specifications. terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of =.he City of Southlake Thank you for participating in our procurement process Please call 817-748-8312 with any questior•s Sincere�Y"- - _---� Tim Slifka. CPPO. CPPB Purchasing Manager City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 tslifka(a" )ci.southlake.tx. us Contract and Accepted Signed Ma or Laura Hill City of Southlake Date 0 )- jg Z 1 Attest. U@r0vh''J ;,`.` t i, TRMC bepu} City Secretary App owed as Fo m and Legality t ity Attor ey Appendix B — Proposal Submittal Checklist: (To determine validity of proposal) __✓ Appendix B (pages _16_ through 25_) must be included in the proposal submittal ✓ Appendix C Conflict of Interest Form (page _25_) must be included in the proposui submittal. / Form 1295 Certificate of Interested Part}• must he included in the proposal submittal. See page 2. l HB 89 and SB 252 acknowledgement. See Page 22_. Vendor Equipment List Vendor Licenses (as required) „t , , M I RFP Number: RFP201OB540JC200011 Project Title: Landscape Services for City of Southlake i Submittal Deadline: 3:00 P.M. (CST), Friday November 20, 2020 i Submit Electronically* to: https:Hsouthlake.bonfirehub.com/login * Reqtures email account login and password. Proposer Information• Proposer's IAM&I Name: CYt:�of-AaV--LL's k-^1JbSC^PC S9-0.4`AXES LLC. Address: Z y O s�Ea. �iaE Lei tti16 city, state & Zi 5 e jz NLA 14 F- "Tt x 1` 4 -I to oat 'L Federal Employers Identification Number # Phone Number: $1 `i S (,r 1 �{' 9 $ ; Faimb atl>�ei- _.: t `1. S 2.. 41 % 1 &Mail Address: co v" Proposer Authorization I, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract on behaifofthe Proposer. Printed Name and Position of Authorized resentative. Sew E. C►'%o,nwck Signature of Authorized Representative: Signed this (ak� (day) of (month), -LO D (year) t tearnea or tn;ls xequest for Proposals by the following means: Newspaper Adv ertisement Southlake Website Marled ale :t (Copy Bonfire ('tt% F-mail Notification Cold C it to Cite _. Other City of Southlake (2FP2010B-540.IC200011 Pace I h of 20 Primary Responses suetyr M d fa is VIIIiiN Group 1 • Finish Mowing and Landscape Services _ Sum A@VOW"ll eYY�O� Bid - n,-, Town Mall Building -Mowing Services Per Scope , 52 ='e: _acn Sarv:co S., W S' a92.Co - of services Sued �� V Town Hall Bvllding - Landscape Services Per y= e_ ace ; r, ce S J i 3 'a '? >: Scope of Services 1. .xt• 7 Bid Rustin Park - Mowing Services Per Scope of is - ?e: cac Ser,ma 5 'S.CC 'a J SCO W .. .. Services gK wr; /I�yI�M�'NreYMY/ Bid a --a Rustin Park - Landscape Services Per Scope of -- - �.,, 3�rr. 3�r.+:a i °t 'C i • -� .�; Services Sums=MWdM a, i Family Park - Mowing Services Per Scope of J iz aer each =o, ,ee S 3o S a teo oe Services : A�+diN' I YGi Bid Family Park - Landscape Services Per Scope of :_ -rn >ar.,c�• a T..:_ c • =c',:_ Services Snewrc/IrVtiii}iwlit: Bid x,.:• Central Park. - Mowing Services Per Scope of a is ae+ tau+'>er.¢e i aS .:G 5: la0d0 Services . o�„�•�M�IraPiw�i. . Bid1-1 Central Park - Landscape Services Per Scope of ... _ -x:•. i� i.n I __'_ 3 _'-_ iC Services , - SvA:Yl1�11�.tllrli�i' Bid x'l Summit Park - Mowing Services Per Scope of 0 5.' �a� 2acn _eraca i "'.Y, 3532a .10 Services Bid _• .., Summit Park Landscape Services Per Scope of >_ -, _,.,., :e.-e i •= _•� i'?c _c Services SpeerrMi�IV�sNdrfil .- - Bid f�.>• Frank Cornish Park - Landscape Services Per 5 52 ae,Exn$erace 395�-c S'?o.G Scope of Services Seoe�s.KNVrANse$ fiGd ,Bid x• _ ,` McPherson Park - Mowing Services Per Scope of _ . _ _ - . _ ,ae :- - Services succem. Myyy"60"a Bid x,. , ] McPherson Park - Landscape Services Per 3 15 x S eoaa ;a Scope of Services sua�uiAMvakiypre{MNd Bid x, , OPS Headquarters • Mowing Services Per Scope ot Services ANValow Waridrd Bid x' " OPS Headquarters - Landscape Services Per e s - _ =.icy Sara: e i s =O S sr;C o Scope of Services iroWded Bid x Garden District - Mowing Services Per Scope of Services Sumcom, ANvskmprwlded Bid Garden District - Landscape Services Per Scope p, „�. " g 'S 7c , + xr, ?a of Services Success. All vahm pirtividad Bid n Garden District Park - Mowing Services Per _ _ _ _ i is •;a ia;au x Scope of Services Suwa:: Ad WNira Bid 41,19 Garden District Park - Landscape Services Per $ -aa':e - - - Scope of Services &=mcANvr m WavNed Bid x, Tree Wells on Any Named Street -Landscape 2,c^ , „d . :,� , . .�. Services Per Scope of Services - See�@:A d vMrat+rovl- tad-. - - Bid a+-. i Town Square Beds on Any Named Street - •. + 52 ae. earn &er.Ke ; as oo s a sea CO _. . .. Landscape Services Per Scope of Services e,..,.miwwrkrafrrivilni Big! J ; , Town Square FM 1709 Right -of -Way • Mowing i i;ad i Services Per Scope of Services 8uccesc lrairaprai+idte Bits d, .] North Carroll Avenue Medians and Right -of -Way • Mowing Services Per Scope of Services Bid n,-_ a North Carroll Avenue Medians and Right -of -Way • s - Landscape Services Per Scope of Services su@oiiiMA111%oh al@euN�i Bid d• +s State Street Right -of -Way - Mowing Services Per a _ ., -_xn aerv•ce S +5 :] 3 -'A _O Scope Of Services Bicentennial Park • Mowing Services Per Scope of Services suemm AlluiMnriluYoil6d Bid a+-: - Bicentennial Park - Landscape Services Per = .•_ -, .•,�, $cr<.,ce i sa .1 s a •61] cc Scope of Services 'lj110}@C A/lraitaa�rOtiMr� The Marq - Mowing Services Per Scope of .. •. _atr :. �•r� i Pn :C 5'S IK :< Services Sutler /Iwinp�tA�d BW s+-rs The Marq - Landscape Services Per Scope Of cc - - - Services a�r�-t1i�eeetWd s, .,. Southlake Tennis Center - Mowing Services Per _ „ , _,�,. ,��_..� ; „° �-: i - , _�, +• Scope of Services p"hm • _, ^+ Southlake Tennis Center - Landscape Services _ Jc Per Scope of Services Group 2 • Semi Rough Mowing and Landscape Semites Su=*=Nddtreapoekt114 Bid 12 • OPS West - Mowing Services Per Scope of •z Services Sexaar.NvO naprewileA Bid ay : OPS West • Landscape Services Per Scope of a$ o Services SursetetAvaYru pretikYB- - Bid --- Royal & Smith Park - Mowing Services Per Scope of Serilces Sucomw AftvaMtes pr'eekMd - Bid d=-•i Royal S Smith Park - Landscape Services Per +; :a so. Ears ia,:eo s m :o i are::a Scope of Services Succom AN Values; Bid Southlake Sports Complex - Mowing Services , ,.. s i,. -•.: _ Per Scope of Services • - - _ _r . Su¢psi All values peovldW Bid pp.; Southlake Sports Complex • Landscape Services +e ao ;lee cc - Per Scope of Services NvaYnapmvfd�d. Bid Southlake Sports Complex Fields Only - Mowing 4-3 co S j aCO.tu Services Per Scope of Services succe". As vakuk prevkMl Bid J7.d DPS North - Mowing Services Per Scope of .13 ,;, 5,rn 3i•r,:ce s ra eo 5 la 380 X Services S_=a--- AIIvaYrii;ptnvktntl Bid :r_ y DIPS North •Landscape Services Per Scope of _ s Sec cc Services Sacc"a:NwlliftFSO W -. Bid r2.10 Public Works Operations - Mowing Services Per 3' >e, g,u, S—ce 521000 5 s :oo x - Scope of Services SUaaasc Allid11rt010� , .Bid Public Works Operations -Landscape Services Per Scope of Services - Soeeaae:Nfrdtra/101II/ Bid %2- +2 Southlake Activity Center - Mowing Services Per cacn Ser:,c0 S 11_5 Ja i :+ 2907e - - Scope of Services 9rsarcgeiY�a�ai� a2 • , Southlake Activity Center - Landscape Services - . r - Per Scope of Services - SYespl. ArlliPAMd Bid i2•+.1 Stone Lakes Walkway - Mowing Services Per 24 aN -r cacn 4er.ce 5 +' :0 5 3?07Q Scope at Services Saseaas: JiwitrraFeafhG ab'S Stone takes Walkway • Landscape Services Per �. :..rn ;•,r. ca i?'•_ - i?9s _i Scope Of Services �*•'�� - Bid qi-?5 Pump Station S i - Mowing Services Per Scope :S is S N5:e S 1D?20 X - - OI $QNICes $1CGAi11�L Bid Pump Station # 1 - Landscape Services Per > .... i 1r_Q :t, Scope of Services Su�aa:.Mairrpiigiir� Pump Station X 2 - Mowing Services Per Scope 2!i 43 rr e3cn =er,cn > Nl i 9 124 00 01 Services Sueuae Af+ialkaapralM BN aE•' i Pump Staticn S 2 _ Landscape Services Per a_ ;Fr. __ _ >.o, _c - Scope of Services Sirteriaa: MVAM oiti�il Bid 12 ,,2 Fast Haven Park - Mowing Services Per Scope of 324 CG Services SuagvaY,as paerrYdad Bid . 'East Haven Park - Landscape Services Per Scope of Services &KI:aa: Altrpio"d: Bid 47 22 Koality Park - Mowing Services Per Scope of _N ,a 5 +2o ao S i %eo or - Services Sueii:wrr Bid y, : i Koality Park - _andscape Services Per Scope Of Services _ Suraxas.: Ativagraproyidad Bid e2.2 Liberty Park a: Sheltonwood - Mowing Services ;c! 1» eau. Per Scope of Services Suaeasa:NvaWaaprvvFlyd- Bid a-�> Liberty Park at Sheltonwood - Landscape as -_ Services Per Scope of Services ' quccesvANC Wwkled - - Bid �7•_tl Lonesome Cave Park • Mowing Services Per +.r 1d r ? un -nrncn i `75 Se . ' 9:0 :f - - Scope of Services 5lR'CQl3:�vakusprovkYd - Bid . � :-. . Lonesome Dove Park - Landscape Services Per :'i -i••;', '; Scope of Services ... - ir.^[] i ., j,H•„ :': 56eens:.A3trdi jWr,4*q ;Bid 3226 Noble Oaks Park - Mowing Services Per Scope of n Services Succa :ANVAm♦7ftivpf � ,.. r2-2R Noble Oaks Park - Landscape Services Per S, Scope of services SueeeAlMYraplUlert Bid z; ae Bob Jones Park - Mowing Services Per Scope of 12 Services Bob Jones Park - Landscape Services Per Scope _ of Services reosC�.. 51NY�MMfpiiOeTNd :Bid r:-JZ Chesapeake Park - Mowing Services Per Scope '.a of Services x2)1 Chesapeake Park - Landscape Services Per - Scope of Services tail Nr7777 a� North Park - Mowing Services Per Scope of U Services SgrsrcAiwY�i�ianiiid BW aa.75 North Park - Landscape Services Per Scope of a Services Srsme:Attr�Yils}wi Bid r2?s Gateway Park - Mowing Services Per Scope of Services Gateway Park - Landscape Services Per Scope of ), Services Suecus:AttralIiist riid. BW sZ ia Oak Pointe Park -Mowing Services Per Scope of Services SrrxarcAff�,iii jaotti�it - a: ,w McPherson Branch Channel - Mow ng Services Per Scope of Services 9ueeescmii.h."'rb i�id' - .Bits 42:n McPherson Branch Channel - Landscape _ Services Per Scope of Services Group 3 - Rough Cut Mowing ? Right -of -Way Mowing Suepo Ailia�altierYW s North Kimball Lot - Mowing Services Per Scope of Services SlrewecRlraAwape6iil�id _ na1 Shady Lane Lift Station - Mowing Services Per D5 Scope of Services Saminiv.,11,11vallawWwAdid. Bid y.� , Torian Lift Station - Mowing Services Per Scope of Services SUMS=ANv)MiiollrvWdM Bid 45-4 Torian Lift Station - Landscape Services Per 16 Scope of Services Sucee":ANValiUapw!elikld Bid. Ii •_ Shumaker Lot - Mowing Services Per Scope of 1 - Services SuaewANvakwsfarwMfnd - Bid aS.d Lonesome Dove Lots -Mowing Services Per 1 Scope of Services Success A$valira Pittv � n Lonesome Dove Lift Station - Mowing Services Per Scope of Services ae _r _au Sarnco S 195 :O S 9 deo 70 Ss Pa, cacn Sarnce $ 1 aco. CO S as •Jco 0 .19 °a�n jgP.'Gl S N; ]0 S M CL 01 e, =..= Sar,.m S �Saa llo S 12 =-'W CID 46 .r aac+caO—ce S'G 80 5430 Z0 Ad aer aim .ir.�ce S'W CO S33 ECOX ,d r ACr i,'V,Ze S :v _'V S 1 S.le-_G :C ae, _ao+Ser," S:670 $?3e000 5e, earn iar; ,ce i ,.70 �:0 s SyJ C ad c lc- Sir: ce a .9 :"a S ?60 10 ae Pq,S ' 5 1�10 :r. j 450 :C .0 y, E� ie,na, S S0 )0 j 900 -.10 -013 Per _acn Se—e S sac S 240 :Q ea -,.r Eacn SeNme 3 tU `0 S 4C0 -'C S':_C.. SuaaarAtvdwaprovkl�d Bid q5-d Dove Estates Lift Station (Peninsula Drivel as !U nr c.+rs iamce S IU UG i 300 CO . Mowing Services Per Scope of Services Sueon:AvaKM�prnvWid Old x}g Harbor Court Trailhead - Mowing Services Per ,:: : Bacn9••^.t•! - Scope of Services SUCpfac: gwNias�rwid�d. Bid a7-10 Quail Run Lift Station - Mowing Services Per .03 !G - •.r L.tC1 eN4e S +5 u0 i 450 CU .. Scope of Services suammA/vahisispfdrd 13M a �, � Quail Run Lift Station - Landscape Services Per W - " _ �•, -.rcr San,ce , ; G S e5a e - - Scope of Services Surseaf:A�gfiN/�10eiiU11. xa•+z North Carroll Lot - Mowing Services Per Scope of i' SO %%ar=,,enzei,,te i:SJU 750 Services All allsostj � y_"._ Loch Meadow Lift Station - Mowing Services Per s,! ,.•• -,rn ;er;•ca i Scope of Services SeW>f MVil l/I�OYIIr%' OpR d n1 s1 Dove Tower Lots - Mowing Services Per Scope of 35 l' 5 icoju 3 3::CO G - - Services SraCCOcARtlah sIPpd d y , ,- Lot Across from Bob Jones Park • Mowing - Services Per Scope or Services succemmviiw'rwiid Bid #I— 3 North White Chapel Uft Station - Mowing L, ae, s ze m s.iao On Services Per Scope of Services Homestead Lot - Mowing Services Per Scope of ^.,u• ;er.au ) 3G 3G 33:0 [ti . . . . Services Snrxus:NlhMniapnvld a} ? Bob Jones Nature Center 6 Trails - Mowing '3 , , am 8�cr. Serace s :'G :t! i i }6U GG - - Services Per Scope of Services Suap�MviirtMialdiMi. Bird Bob Jones Nature Center S Trails - Landscapea.�r,:ca > ;5 ;r. i 'w Services Per Scope of Services SA/taiiw�a6iAii! B� a�`J West Bob Jones Lift Station - Mowing Services -' ��c >en.ca S•i -.;G ia_:J;G Per Scope of Services SU=@MAtbahw'ia iied Bid z'Z, Sutton Place Lot - Mowing Services Per Scope of lc Suaee>C AN VAM txe Bid 2 a%._ Florence Tower , Mowing Services Per Scope of = „ E,m 3en ce s • oG $ t aty :G Services Success, iANvilurepeNAail Bid Pine Lot, Mowing Services Per Scope of !, , i Li 10 - Services i :n :.. i iA Sueem: A/valseepewliled. Bid 11,14 Miron Tower - Mowing Services Per Scope of :e r: a.,r acn Sery ce s in Services Suoeaas ANvaMra peevl0ad Bid x7-i : Gateway Litt Station • Mowing Services Per ' - - - Scope of Services Success: AtigArepiwkMd Bid 43175 Gateway Litt Station - Landscape Services Per 55 `•) r `;icnrr. ¢c i 5 Jr Scope of Services Suecaea; Agvabmplo,. tl Bid , Bank Street Uh Station - Mowing Services Per •, Scope of Services r =,cr _'•.r-"' S �n ;., •sG .:G Success: AN vaNrs ptovfMd' Bid x;i-:B Westlake Lift Station - MowingServices Per , le,_act, Scope of Services la _m•. ca 4297, ihM CG SUOMS, Am Valium Pea! Bid at-2�; Westlake Lift Station -Landscape Services Per , f a,,, Fir„ 3an.ce 55 -�.) S s„) x . Scope of Services ,MI .. Bild Shady Oaks Lift Stations (2) -Mowing Services Q cacn sea-ce S is Co S 3eo iU Per Scope of Services SIIe+Ceri:Ar wlets PrRYd�d { gad ai-a Shady Oaks Lift Stations (2) • Landscape 9; tt =.,. ;acn 5ar.•ca i 5 2n i .. Services Per Scope of Services SpemMA4-velYiiiiii :lK Bid e1 v Highway 114 Right -of -Ways & Bridges - Mowing dJ .ic a Earn so -en T NCA oo S 15 . w :w - - - - Services Per Scope of Services NwluwpnnYlui.. as• 33 Highway 114 Center Areas - Mowing Services Per .,� -� =acn sane." , :" .:c• T Scope of Services $uttna: Ntleliva}wfe(wid - B - - syaa Right -of -Ways North of 114 - Mowing Services .!:=,V !mrth -0 v?, _acn �--Me 5 t 4000 S 39 Cco a0 Per Scope of Services StiOc: ♦�MMl�tfllaA�ll. - a:3.15 Right-ot•Ways South of 114 - Mowing Services 47 :i0 i1 -- Per Scope of Services Group 4 - Brush Hog Mowing Su=A - Sid a� 1 Foxfire Lot - Mowing Services Per Scope of as t: �cr .acn Sarv.ca S 50.•a s-CO=U Servic05 SrrmexlMMin�MeWet gjd ra-; East Highland Lot - Mowing Services Per Scope Eacn Stir, ca ; •�o -0 S , 314 ce of Services Group 5 - Roundabouts and Portals Mowing and Landscape Services Somss:Mr�itas�rwli�t. Sid aSt Roundabout Carroll - Continental - Landscape 37 57 �wEau•Saro¢e Tt5J0 5'e0:0 Services Per Scope of Services 9+eeelit+taieia�iwjd�i Roundabout White Chapel -Continental - S -w x Landscape Services Per Scope of Services Sf, 11�1,Roundabout �w41'1�1/" - at') White Chapel - Dove - Landscape :ICh sUhiCe T ij 00 T :3a Va Services Per Scope of Services Saeeeat�4vrW lelA91 gad a-ra Roundabout Carroll - Dove • Landscape Services Per Scope of Services qfY�'. gid Yii Roundabout Sam School Road - Dove - Mowing 52'cr _J« jarriCa i 25 ,;<] ; r )aa W Services Per Scope of Services LI""+w^`. $IICCIit:�vikko . Bid J a.:.ri Roundabout Sam School Road - Dove .. -r.=.Kf=•lr.:::. .... i5In-0 _ Landscape Services Per Scope of Services - - - ' " Sucoe AIIIvYuesfm*bd Bid ate- White Chapel - Highland - Mowing Services Per ,., =acn iarv¢a 3111,10 s t aao ca Scope of Services S+xenaeAfvrlresprevfdW - - gfd-. ' '`4 White Chapel - Highland - Landscape Services c II.- Per Scope ofServices -- ...,c. Sixcafsi All Pr �t4ded Bid a5-B Zena Rucker - Tower Blvd - Mowing Services Per %1 i? Earn oarnca 4 'S 0 S 1 e ro Scope of Services Success. ANvakes rwA&d P Bid #. r Zena Rucker - Tower Blvd - Landscape Services _ _ "" a-1U• _•.,r,•cr. ; +a z,: S iz^. 7] Per Scope of Services '_ Sumns:ANveM«n - 8 n5 11 Hwy 114 Monument Sign - Landscape Services a :2 a9f _ cQcn Se ce S 15 -10 S 'NoC4 ' Per Scope of Services Sumse:MtreMie�pwith! .Bid i5.•.> PeytonvillePortal at1709-Landscape Services ,_ -,.-,r�_e.:-Q i•=.o io- - Per Scope of Services Stieotw:.NvekwspevWd. Btd a5.17 White Chapel Portal at 1709 - Landscape '] SF SrSL'�] 3'30.10 Services Per Scope of Services Group o - Medians Mowing and Landscape Services Bid , Hwy 114 Corridor at t709 . Mowing Services Per , - Scope of Services p� '. 01Y Rb-: Hwy 114 Corridor at 1709 . Landscape Services . �. •�Qr C.1GI1 jer.rCQ >;0 i`rooaC Per Scope Of Services sucess- la, �iii BW FM 1709 Medians . Landscape Services Per _ Scope of Services SIIGI✓lC�elw�0el '.Bjd so-.1 Carroll Avenue Medians - Mowing Services Per ae r=,tcn _anca i^:A ':0 523dG 20 - Scope O1 Services - Saccoso:Allhoolloniproalded f1Y Bid _. xbo Carroll Avenue Medians - Landscape Services • �icn' �"r - J•'n7 Per Scope of Services .._. Suo4ecA•�.l..w�-. 7o--i Kimball Avenue Medians - Mowing Services Per 90 ae -nr Eacn 5er.•cQ 57.)h7 i23'11 .,R Scope of Services succom ltvd�pevidlf -- 'BII� CP-, - Kimball Avenue Medians - Landscape Services _ 3,cr-•,_-:cQ S .,r. _„- S - - Per Scope of Services S17Wrsc~e��r~� West Kirkwood Btvd Medians and Dove Medians a' ai '� �en:f9 5 ia: .:e s !SM?WJC Mowing Services Per Scope of Services -.1Lh Soccr=M* ven/Wi@iti, n ; West Kirkwooc Blvd Medians and Dove Medians Landscape Services Per Scope of Services - Sutcomll/silLfteOAriril%�t - Bid- x6.11 East Kirkwood Blvd Medians . Mowing Services _ mar ' - Per Scope of Services 32 43 _jU �tn•Gr S ie JO -. 'Bid East Kirkwood Blvd Medians . Landscape = _ Services Per Scope of Services '' -- - `�� sir-•ce ,•� �t 2 _cG ;[ $eR!>ti:ItttveMReproYkMd. Bid # tz FM 1939 Medians and Right -of -Ways gf-Ways - Mowing i.? id _dr^. S.er..ee iiCO CO 515M-1.30 - - Services Per Scope of Services _ • Suesess, t�l iplYeiippeideA _. Bld xr,, FM 1938 Medians and Rightof-Way; -Landscape Services Per Scope of Services -" S'S :+; S i x-X Success. AN v0ees piwii7ed. Bid yl 14 Nolan Street Medians - Mowing Services Per _ Scope of Services 1.1 i� _ cacn r, rrco S?5 03 S; 1�G UE Suctim. Old .-,,J White Chapel Medians - Mowing Services Per _ _, -,c ;,,_-,w S: x Scope of Services -_ , _ ,_ Suce*+r A/v111lumprwkfed Bid 914- 11 White Chapel Medians - Landscape Services Per '9i Scope of Services �� -- ^acn 3:rtnce S 35 :n7 S ` 320 .Y Group i • Miscellaneous Services or Products - To Be Pan of Every Group Sueaus M V*00F wMMd Bid aT- t Hourly Labor Rate for "As Requested" Services or .lo a 3 70 to S '_e J.) Succus• /lvakirpn►vldsd - Bil� a;.; Code Enforcement Abatement Mowing Per Scope -nur 530,10 370 Ce - of Services -Suem+eNwknetarwiY'd. - Old Hand Watering Services as S 35 •:o Susevw:Nvakwe.�nivils0. .Bid ar-a Park Hardscape Mason Lead 3 +co ae 31 uw SuecvrcA/vakaispfuvidas _ Bid a'-` Park Handscape Mason `- • - �� $�5 %u 345:•' SueovacMvalw�egriUii Bid a a Soil Preparation Services Per Scope of Services ties 3 .o cu S 10 oe - Per Individual for Hydro -Mulching Services Light Grading Sod Preparation Services Per Samsa:Mvdmmpoilibd Bid a--' Scope of Services for Sod and Hydro Mulching '•n -� r i w x 3 sa ;o - - - - Services - Per Individual Line Trimming and/or Edging Services for guceem ARiialim Bid ar-� Additional Sidewalk and Fence Lines Added Throughout City per Scope of Services. %=*RiczMvdWiI*0viid Bid I--' Core Aeration of Turf per Scope of Services :u Ye ool i o a. , % .3 eiieeiiee-M Mew _ IM Removal and Disposal of Core Aeration Plugs _ 4 - - per Scope Of $efvlreS Su=OwASnlinaprwiliilM - a_ Machine Verticutting of Turf per Scope of _ _ „ ,r., :,; , ,•. • ,• Services Summ : ille, vdinIeekld- Bid .. a". 12 Top Dressing Services Including Labor Per Sq. •' ^ -.r �e„Ya FL 2% 2'a MPaties Bid a. ,.1 Vendor Materlal CosL Vendor Discount off of List -�r-wage _:n S.),%_ $ :.i2 Price. uy _m =-ca 511CCalseMI: Bid a-.'.i Provide and Apply Hardwood No -Float Mulch as 333C 33::17 Required/Requested per Scope of Services. Su=ns:ANvakrespawI Bid. a.,,_. Provide ano Apply Cedar No -Float Mulch as ,_., .,. __ = i _ _•_ Required/Requested per Scope of Services. - Color Change Out of Flower Beds Per Provided 5ue>aacAtYakwspwsldad Bid y' +,5 Flat Price Based on a 4" Pot Plant Size Quantity °,-^ far Insi:111m� =tat s Je :N $ 75 :a of ill Plants Per Flat Per Scope of Services, a , e -ia�ls Success: Anvskrnprovklad - Bid a' ,., Rye Grass Over -Seeding. Price to Include Labor ,i _ „ ;a..are c..c+ ;. ;: 3., Related Charges Only per Scopo of Services. Suca;*%%. AM values Pi'a+!i� - Bid I'.,9 Landscape Services for Additional Tree Wells as r >er=„anen.0 Requested. Suaeen. ANvakrnprovidad Bid I L - Acorn or Leaf Removal services �� - _ :,.are ��•.r $ t �s ,, Svccasa. AS vakiesprovided- Bid 4- z, Delivery of Plant Materials. Mulch. Landscape , o 'sc s so .a w co Materials Hydro -Mulching Services (Does not include seed Sueeeo:Miriilinspnnided Bid a' : cost or prep services cost but does Include a,,, ?gp:ue =,,, s ) z 1 s : _+ mulch, fertilizer, water and Installation services.) Group 8 - Irrigation Services - To Be Part of Every Group S4ep AN VO*PI,#0" _ Bid Licensed Irrigator sumscM•rruMptlMldlitrl. Bid. ae•= Irrigation Tech r,.:. e, oar • 5 :a 5 '5 J SueeasrA/raMtaapinMrla�. Bhl.- 4'&3 Irrigation Helper 't;- aa,-!ca, $IS4 5'5011 Suea�cMtaRas orlif' , Bid as a Irrigation Audit Per Controller and Required a._, uu, S 75 � 5 'S Jo -- . - Repairs. All Locations, 2% 2% Sueaare Aaw�rtlarUlia , ,Bid s8 5 Parts Cost Vendor discount from List Price % V; a ae.cenrage ;n 3 9 0^. i J ]2 for Irrigation New or Repair Parts a+rg LIst ante Group 9 • Fertilization and Weed Control Services - To Be Part of Every Group S+eeeteAvaMrsr Y{rMl� Bid Fertilizer Application Per Sq. FL of Chemical a , °oct j 3 d+ s 3 Applied. (Labor Cost) SueoerrKMvelaw}Mwi�d' did es z Fertilizer Application Per Sq. FL of Granular +., o�, Spoare -'oa $a:7r S 7 Jr Applied. (Labor Cost) Su x��Allrisf!!i lei' Vendor Discount off of Mfg. List Price of ?u ro rtege 7tt i 35 3 i )5 - Chemical Fertilizer Product Applied —t mecca bars S°6 Vendor Discount off of Mfg. List Price of lr.a a�,c, ve ,n SJILS 37y5 Granular Fertilizer Product Applied urq ;st trace stxc" J*Vdwspellda ,, .Will zy V Pesticide or Herbicide Application Per Unit of Measure of Chemical Applied (Labor Cost) suewrlrvdirai _ Pesticide or Herbicide Application Per Sq. FL of y '^r naua a r:cc 3) c s •7 0+ Granular Applied. (Labor Cost) 5% 5 SoscNvaieotai8 ��; Vendor Discount off of Mfg. List Price of •t >.• rnr.fage ,,+ j Chemical Pesticide or Herbicide Product Applied. -•-I C' SIN 5% Suoeea� ANvakuipniddSd Bid a&a Vendor Discount off of Mfg. List Price of ae¢en x3e On 5 t75 5 7 95 Granular Pesticide or Herbicide Product Applied. +nrq L,zt ante Appendix B — Proposal (continued) I. REQUIRED PROPOSAL I:VFORMATIO.N. IN ORDER FOR A PROPOSAL TO BE CONSIDERED CO;V1PLETE, AND TO BE EI ALL ATED FORA CONTRACT AWARD BY THE. CITY, PROPOSER ,MUST SUBAUT ALL OF THE. FOLLOWING INFOR_ .4 TIO:V: 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 wetion a detailed description of what additional hardware and; or software, if any. would he required by the City in order to hilly utilize the goods and or;er%ides proposed. C. Guarantees and Warranties: Fach Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted. D. Project ScheduleiDelivery Date: Proposer must provide a project schedule noting all projected completion dates for segrinents 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 Citv's Purchase Order. Cost of Proposed Products and/or Services A. Pricin=: 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 ;hall quote unit pricing in accordance with the itemized listing of products or contract se:mients stated in the Scope of Services and using the following formar For this procurement the schedule of pricing is not available in hardcopy. You may access it via the online portal ! atvu.;outhlakr.buniir:hub.cum). To submit your ;chedule of pricing, please download the Bid Table and till it in accordingly, per the sample below. For instructions on how to complete Bid Tables, leave toter tu_this article on Bontire's Support WebSitO. Please note: even it you do not have additional responses, you must download and re - upload the blank document. "Chi, is to confirm that you do not require any additional costs. if you hav;, any additional items, please till out the .Additional Responses template accordingly. Term of Contract and Option to Extend Any contract resulting loom this RFP shall he etfcctive for twelve months from date of award. The City anticipates that contract shall be renewed pursuant to the availahility of Funds and at the discretion ofthe City. The following clauses :hall he included in the contract: Cit} of Southlake RFP20l0B_540.IC'20001 1 Patie P of 2b 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 ofthe Texas Nursery and Landscape Association (TNLA). and our Senior Vice President of Operations holds a Masters DeUree 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: U'Donnell's mentioned our investment and utilization of state of the artequipment. We also believe instate of the art communication with our clients. All of our managers are provided a Smart Phone in order to take pictures, send emails, send texts, and talk directly with our clients. Communication in our service business is one the most crucial ingredients to our success with our clients. The city will not need any additional hardware and/or softNvare to do business with O'Donnell's. C. Guarantees and Warranties: O'Donnell's Cluarantees 100% satisfaction with our service delivery. All irrigation parts will carry the manufacturer's warrant}. All trees and/or plants carry a three month %varranty, unless water restrictions are in effect. D. Proiect 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 durinu the week making any changes as necessary based on weather, special request. etc. O'Donnell's has a proven track record ofcompleting all the weekly/monthly scheduled services. O'Donnell's will complete all weekly work no later than Friday afternoon unless vve have vveather delays that cause us to work on Saturdays. The scheduled maintenance work should take no more than rive (5) days each week to complete based on the number of crews vve have in the city. For any projects requiring landscape installation or irrigation installation. O'Donnell's has met all deadlines. Our company is large enough to handle any and all of these services in any given week. Because we have greater than 125 employees. there is no service request we can't meet. At the time of start up. O'Donnell's can provide the services on a weekly bash or as required per the request of the city. L•J A. Option Clause: It is agreed that City will hayc the option to extend [lie contract for up to tour I CI additional years, in one-year intervals. To exercise tilts option, the City shall serve nonce 30 days prior to contract tenninatiwn or to the end ofany one-year extension. The Option to Extend will not be considered if fundin4_ is unavailable or it' the contractor's past performance is not within the industry standard. C3 Escalation Clzuue: Should market conditions prevail which dtctatz an increase, the tiuccessful contractor may submit documentation requesting permission to increase pricing, no later than 30 days after receivinu notice from the City of its intent to extend the agreement. Escalation may only occur at the time of reneyval and only upon securing the approval or the City in writing. Requests for price adjustments must he solely for the purpose of accommodating an increase in the contractors cost. nor profits. Vendors ;hall show in this quote their anticipated percent of escalation if'when the option to extend is exercised Tine percent quoted will be a maximum. in acdition, the percentage proposed will be a ractor in determining the best Yaluc to the City. it is the average price over the period of the contract that will be the price factor considered in the evaluation or 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 charued by the Contractor to reflect anv changes shown in the comparative statement delivered to the City-. The maximum increase allowed under this provision ,hall be four percent I41,a! per year. The City shall have authority. in it reasonable discretion. to determine the validity of any change in Contractor's rues. City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. First Additional Year Escalation Percentage .............................................. % Second Additional Year Escalation Percentage ............................................ Third :additional Year Escalation Percentage ............................................ Fourth Additional Year Escalation Percentage ............................................ 4. Proposer's Experience / Staff A. Project Tzam: Identit all members of the Proposers, team (including both team members and management) who will he providing any m services proposed and include information which details their experience. B. Removal or Replacement of Staff: If an assigned staff person must he removed or replaced for any reason. the replacement person must be approved by Civy prior to I„inin = 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 ether husinesses or changed the Ic,,al status or form of the husiness within the last five 11 years, all narncs, of predecessor business names, affiliated entities, and prey ions business entitic, operated by the: principals, if different than present. must he proVidCd: 'state the nunnbcr ol' years' experience the husinvss has: 'LO t , and the number or employee,: _ N*tlinber of employees anticipated to he assigned to this contract D. Project CZ�late�i hx�erience. .\Il Pr000sals must indtide detailed information that details the Proposers experience and cxpartise in pro\Idin! the I"egtleStCd yel'Y'ICc, that demonstrates the Proposer's ability to logically plan and complete the requested project. Cit} of Southlake RIP201111 540.1C2t11i111 I Paste la of 26 Proposer's Experience I Staff A. Proiect 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 - 3 I years. Emmanuel Carrena, Senior Vice President Operations; Lawn Care Division vianaaer - 41 years; Jeremy Foster, Vice President of Operations - 0 years; Cifers Hamilton. Irrigation Division Manager - 40 years; Tim McCommas, Quality Control Manager Landscape Enhancement Div ision Manager - 26 years; and Juan Ramirez, (duality Control Manager ' Landscape Enhancement Assistant NIanaF,er - 19 years. The key personnel that will be involved with the City of Southlake alone are more than 178 years of experience. A majority of our salaried field staff that will provide our services for the City of Southlake have been with our company for more than eighteen years. These individuals are our maintenance foreman. detail foreman. irrigators, lawn care applicators. and our landscape enhancement foreman. O'DonneWs commits to providing only our most skilled workers to provide our services for the City of Southlake. B. Removal or Replacement of Staff: O'Donnell's recently celebrated our twentieth anniversary this past June. Prior to starting his own company. Mr. O'Donnell had served as National Accounts Manager for ValleyCrest Companies. Regional Sales Manager for TruGreen LandCare. and Vice President of Minor's Landscape. Because of the amount of key personnel. including the owners involved in the day to day management. we are consistently monitoring our employees. providing, onsite quality control meetings. and rev iewing 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 oFTexas in June 2000. In 2002. O'Donnell's amended their ownership with Sharma L. O'Donnell becoming a 31% majority owner and Scott E. O'Donnell a }9% owner. In February of 2020. O'Donnell's tiled 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 connpany operations and ownership positions remain the same. The change from an S_Corp I,) LLC was done in accordance with our financial and attorney for better protections due to laws changing since our initial incorporation. Shanna and Scott have resided in Southlake. Texas since 1998 and have two children ages 19 and 14. Scott and several of the key personnel have worked together for more than thirty-one years. O'Donnell's has been in business For more than twenty (20) years and employs more than one -hundred twenty-five ( 125) employees seasonally. D. Proiect Related Experience: O'DonnelI's currently provides our services fur the City of Southlake at most parks. today. O'Donnell's employs more than one -hundred twenty -five t 125) employees during the growing season (March - October) and they are easily identified by contpnaissued Uniforms and safety vest, Our maintenance Fleet consists of more than fifty-five (55) professionally marked vehicles. Most vehicles are equipped vvith 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 yen high profile to simple right-of-way rnowinu. Today. we provide movvintj,ervices for a large municipality and school district where it is necessary to schedule our services around vehicle and pedestrian traffic, spirting events, recess periods. early release. and TAKS studying and testing. (YDonnzll's has s111niticant experience in providing oar services un projects similar to the City of Southlake. Our expertise is second to none and vve are experts at public area large mowing projects with our investments in state of the art equipment. (YDOnnell's stepped in effective January 2014 and began maintaining Town Square properties for the City ol'Sauthlake when the previous vendor chose not to renew. After providing our services at Town Square. the local management company. RPAI hired ()'Donnell's to maintain all of the n areas surrounding and within Fown Square. Over the year,. O'DonnelI's has added more than fifteen( 15) additional properties with RPAI across the metroplcx. (-)*Donnell's management team has more than one -hundred seventy-eight (173) 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 fora large school district demonstrates O'DonneII's ability to logically plan and complete our weekly ser\ ices requested per project. Each month, -week is different in the landscape world and O'Donnell's recognizes the challenges vvith 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 sere ice needed. Other Pertinent Information: The owners of O'Donnell's Landscape Services are residents of Southlake. We have been activef\ involved in our community whether it is the Bob Jones Nature Center. Carroll Education Foundation, our children's local schools, or city youth leagues such as soccer. football. basketball, and baseball. Our children have participated in various sporting practices/games at Bob Jones, koality. Noble Oaks, Southlake Sports Complex, and Bicentennial Parks. Scott O'Donnell was a volunteer on the Southlake Baseball Association Board of Directors for more than six \ears 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 ofthe Southlake Tennis Center where t\vo baseball fields were eliminated. Our family frequents Tov\n Square for shopping, lunches, dinners, all festivals including Art in the Square. Fourth of Jul\ 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'; are present and involved within the Southlake community. O'Donnell's Landscape will take pride in our work because \tie are proud to call Southlake our home both personally and professionally. �. References Proposer shall provide four (41 references where Proposer has performed similar to or the Same typca 01 Services its described herein. Plione and email nulst be_prot, iced for contact. ference # I. Client ' Company Name: C. Contact Name: Luniaci , n,c. (V�,;W4L IL!Q.SOe%e4- M*-o,a..Se:r Phone: Email. 1sti+ ► %,-A U06 <okb`so mrea,spdoar .te � G'�,'xJ'�+ Date and Scope of Work Pro, ided: �,�, m :1 2v t � - c. •� t's��.,*.�e .� a �. d n r � �t + yt rf t� La, r.d LM+w♦ ,.. $ Loa.%#Isa c�.�5ao1\a�:oneSri:aaAipn� C�a�E d'�►a,�,o n� � rye S.+�xr Reference 1-2: I Client ; Contpanv Name: Contact dame: - Contact Title: 73 . wr► �o. �� Q� t`ea:art' q5 ^406 r.e e. Phone: Email: • -so. LX Lr Date and Scope of 1b'ork Prot ided: k1lc3y �,�' 'LG^►n�1 - C,J,P a n�• v c, sr � i tet .dear S> L4 w 4'T' e4q ONNQ A.W. iwc.%* L4 t� i o a &i< �.1� S t d S O n _� S..f r , a. fir' Reference Client Company Name- wtt1;,,,9J��, New es..a•*�-�s i�9. am e; a�,o.-� -- Contact -Name: Contact Title 6'r a:� �•.� l�i.� �ro Qt�- Mta Y. a �e +r Or��; 4e. Phone: Email, q`i'Z, a"'1y Qy4�'� ____ irust►r<�es'�3 triG►linoa�coetilnor� .r�r�' Date and Scope of Work Provided. �3 Ja oc•w � `? �J S - wr r �. ,�+.aa' V t � �. cam- � d � 'Ir ,,�+p �„ e ti� (."% �+�ili0n.dis. es�rL,' {� Wp..a.;r.ats►:n bags La.nast '1--S>nc1Ill. k%-a Mrt; c��.�;v��Lowi •ter c ""CtMa c Ca+r� , �� 3 i Chn i Reference �: ', Client C.'ompam Name: ""�'nc. �'� '�a?►a t�w�.ds ��. sae aa�'ir��a Contact Name Contact Title i >n►.1;Sara �� ae1je-C- lzx. tar ¢jd,t,.�c tta+s k,,� YY\N-r.a.�er Phone l=-ma11: CNI i. 'A `t 3 7-16S L ra �C c �. r .1 V t t'� t? C�(04ArOW,nakC er—^i. el,r ' r+r+ Da_e and Scope of 11'ork Pro\ idcd jA.�v�►n �rCa+ 3,.- "rrr--^r i ------ - _--- .... ...... -it i rj I f��:.i, 1 (BLl(�I IA1 City of Southlake - RFP2011)B540.1C 20001 1 Pass 19 tilt''26 f i. References Proposer shall provide four (4) reference, where Proposer has performed similar to or the same type, of ,ervices as described herein. Phone and email must be provided for contact. Reference #5 Client ' Company Name: Contact Name: Contact Title: ,N o- e- Phone: Email: Date and Scope of Work Provided: I \` o c;��b�-1r� zc� �S - ca �' �c,•�.a v �..,.�m� (5 � y ea�s� :..Qhd 3c. X. IM a►y� as�,�,yr•-y.I� 1..o .. �J s � •,plc. .r. t�1 r11 o� � sn' °"�.rr � ;�a V ia, L ,,",, CoVr Client! Company Name: Contact Name: Contact Title: Phone: Email: Dare and Scope or Work Pro% ided: Client Company Name: — I Conraet name: v umac� nir 1 Phone: Email: Date and Scope of Work Provided {ieferene�+�: Client % Company Name - Contact Name Contac Title: Phone: Email: I Date and Scope of Work Provided: I Cite of Southlake - RFP20111B-540,1C200011 Pale 19 of 20 6. 7 K. Trade Secrets and/or Confidential Information f Trade Secrets and/or Coil idenual Information: This proposal (does) (does not) contain trade secrets and/or confidential inturmation. If applicable, descrihe such trade secrets and confidential informalun. and the basis liar your assertion that such inaterial qualifies list legal protection from disclosure. Federal, State and/or Local Identification Information A. Centralized Master Bidders List re.;r,tranon numher: i'S 2-` 91b(p4 qO B. Prune contractor HUB \RUBE re_*isirauon number. C. An individual Proposer actin, as a sole proprietor must also enter the Proposer'~ Social Security Number: - Emergency Business Services Contact notice Durmv a natural disaster, or homeland security event, there ma% be a need for the City of Southlake to access your business for products or services afer normal business hours and or holidays. The Citv may request City employee pick up or vendor delis err; of product or sen ices 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 emer_*ency contacts. Updates may be emailed to verdorsua ci.;outhlake.ts.ut .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) ror an after-hours emer�,zncy opening of the business, rf any. In ,eneral. orders will be placed usin<= a City of Sottthlake procurement card (Master Card) or Citv issued Purchase Order. Fhe billing is to include the emergency opening fee. if applicable. The contractor shall provide the names. phone numbers and tee tpricinu), if any. for an after-hours emergency opening of the husiness listed below. Business Name: Q' b!M,*4>66 L4 ' s S+E S.+a z r- E S !- L C.. Contract m: Description: Q,y Primary Contact ( game): ZI � `tt ' �a V%*k PrimarY Contact Phone y umbers: Home: '�6 11 4U* L0A(sv Secondary Contact t Vane): 71 e r e r o 5," c Secondary Contact Phone 'v timher : Home- '1,.t `l, (e4o l 'Z� S 3 -L \ftcr Hours emerucncv opening t e. ifappiicahle: ti � Cell. C6 ri C6 IR A'LL-0— Cell ` N-1 lb) � 3o's'4 City tit'SouthLslcc - RFP201013;4O.IC200011 Paee 20, '_f, 9. Cooperative Governmental Purchasing 'Notice (Other governmental entities matntsintna interlucal agreement~ kith the City, tna�. desire. but are riot obiiLyaled, to purchase goods and services defined in this RFP from the suCcessful Bidder. All purchases by uovernmcnial entities, other thall the City, %011 br billed directly it, and pairs L,v that sovv.,rnmental entity. The City will not be responsible for another �-'ilvernntentit I entity's debts. Each au%ernmental entity will place their o%vn orders with the successful Bidder and be responsible for ensurin-full compliance with the RFP speciticarons. Prior to other goernmental entities placing orders. the City will notify the successful Bidder oftheir intent. Please indicate below if you will permit other gmernmemal ennttca ro purchase from your agreement with the City. [X1 Yes, Others can purchase I j No, Only the City can purchase If. CO:VTR.4CT TER.b/S .4,VD C'ONDITIO.VS. EXCEPT ff'HERE PROPOSER MAKES SPECIFIC Et'CEPTIOrV IN THE SUBMITTED PROPOS-!L..4AT CO.VTRACT RESULTI.VG FRO;1I T1-11S RFP WILL CO.VT-1/N THE FOLLOWING TERMS 4iVD C'O:VDITIOAS, WHICH PROPOSER HEREBY AC'K.VOWLEDGE.S, 4AD TO WHICH PROPOSER AGREES BY SUBMITTING.-1 PROPOSAL Delivers• of Products and/or Services A. Pavment Terms, Unless otherrxtse specified to the Scope or Services or otherwise agreed to in writing by the City. payment terms for the City are Net 10 days upon receipt of in',oice B. Warranty of Products and Services: ]I produCts furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes irtended as described in this Proposal. to the satisfaction of City and in accordance with the -,pecificcuions. terms, and conditions ofthe Scope of Services, and all services performed shall be warranted to be of good and %workmanlike duality. in addition to. and not in lieu of:, anti other express written warranties provided. C. Late Delivery or Performance If Proposer rail; to cleltVer acceptable good, or services within the timeframes established in the Project Schedule. the C ItV shall be authorized a, purchase the goods or services from another ,ource and as ess any increase to costs to the dCtaulting Proposer. who agrees to pay such costs within ten days of in%dire. D. Title to Goods and Risk of Loss. For goods to he provided by Proposers hereunder, it any, the title and risk of lass of the goods ,hall not pass to City until Cim aCruallV receives. takes possession, and accepts the goods and the installation of such goods. ha, tested the ivitern. dnd determined that it is in good and acceptable working order Miscellaneous A. Independent Contra tor: Propu,er agree, that Proposer and Proposer's employees and agents have no employer- lllplovice rclatioaship twtth Or,, Proposer a�grces that if Proposer is ;eheeted and awarded a contact. City shall not he responsible for the Fcdcral Insurance C'ontrihution Act (FICA) payments. Federal or State uncmploymcni taxes, Income tax tt ttllholdill2, Workers Compensation Insurance payments. or aw, ether tnsuranc,: pir ments. nor will CII furnish any r-nedlcal or retirement benefits or any paid � aCation or sick Ica%e B. Assignments. The rights and dosses awarded the successful Proposer shall not he assigned to another Without the written consent tit the Purchasing Mana&r. Such consent ;hall not relieve the assigner ofliability in the event ofdefault by the as,ignce 00 of Southlakc - RI- P201IIBS-I0JU211t11111 face 21 of'_r, C. Liens: Proposer shall indcninif .aid save harmless the City against any and all liens and encumbrances for all labor, roods, and serviccs «-hick may be provided to the CM, by Proposer or Proposer's vendor(,). and it' the City requests. a proper release of all liens or satisfactory evidence of Ireedom from liens shall be delivered to the City. D. Gratuities Bribes: Proposer certifies that no bribes in the tuna of entertainment, gifts, or otherwise, were offered or given by the successful Proposer, or its agent or representative, to any Ca[y 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 ,hall he arrtunds far voiding of the contract. E. Financial Participation: Proposer certifies that it has not received compensation from the City to participate in preparing the speciticanons Sir RFP on which the Proposal is based and acknowled+ues that this; contract may he terminated and/or payment \kithheld if this certification is inaccurate. F Required Licenses. Proposer certifies that he holds all licenses required by the State of Texas Ior a provider of the troods and/or set tees described by the Scope ol`5er�ices herein. G Authority to Submit Proposal and Inter Contract: The person stoning on behalf of Proposer certifies that the sioner has authority to Submit the Proposal on behalf of the Proposer and to bind the Proposer to any res skim! contract. Fl. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and Proposer will strictly comply %vith, all applicable federal, State. and local laws, ordinances. rules. and re,ulation,. I. Compliance with I-lB 89: Proposer agrees per FIB 89 vendor ;hall not boycott Israel at any time while providinLg products or services to the City of Southlake. O(] Yes, we agree ( ( No, we do not agree (( N/A J. Compliance with SB 252, Proposer agrees per SB 252 vendor ,hall not do business with Iran. Sudan or a forei,n terrorist oruanization while providing products or sen.ices to the City of Southlakc. ( X( lies, we agree ( ( No, we do not agree 3. Financial Responsibility Provisions =k. Insurance: The Proposer, con>istent with it, status as an independent contractor, shalt carry, and shall require any of its subcontractors to carry, at least tile: following insurance in such form, with such companies. and in Such amounts Iunless otherwise Specified) a City may require Worker's Compensation and Employer's Liability insurance. mcludinu All States Endorsement. to the emcnt required by federal km and complying with the laws (if the State of Teas; it, Commercial General Lntbiliry Insurance, Including Blanket Contractual Liability. Broad Form Property Dama,,e, Personal injury, Completed operations, Products Liability, Premises Liability. Mcr:lical Payments. Interest of Employees as additional insureds. and '•6?Broad Form General Liability Endorsement;, fir at least One Million Dollars (`51.000.000i Combined Single Limit Bodily Injury and Property Damag,; on an Occurrence basis. fii. Comprchenslyc Automobile Liability uIsurance cwerinu all owned, non -awned or hire(] automobiles to he used by the Contractor. with co%craue tier at least ()tie Million Dollars ISI ,000.000 i Combined Sin, -,le Limit Bodily injwy and Property Damage. Cit) ofSouthlake RFP20I013-5403C200011 faue 22ot'26 B Indemnification: Proposer agrees to defend- indemnify and hold harmless the (. "', all of its officers, Council members, agents and emplo}ees from and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorne}s' fees, court costs and related expense,, arising, nut of. connected llith, or resulting; from an'N acts or omissions of Proposer or an} agent, employee. subcontractor. or supplier of Proposer in the execution or performance of this contract l%ithuut regard to whether such persons are under the direction of Cite agents -or emplot ecs. Band Requirements: Prior to iile or ,.\,irk on tht• Protect, Proposer ;hall dch%er it, the Ott the follo\\ing bondi ti'illetl h'. ,i -1,wd .toil -Lwt :icliv surer\ licewied h\ Ill,: Stale ul T_vi, and ianilactor\ to the Clt\ A payment bond i{i the ilmotim .)i Itmw, Ill tilt: mial conmic:t atllouni `Il>lirinul the full and hr�llllpt ha\nlent iIt Ili persoil: j�er(,iCrl?lilt: 1[10" :111d or turnt,hinu, nlatc;l'?C{I• tit �tll?Ileetlt)7'. �\ tth this Project performance bond-. 'h _U"-��'nr �f -i: 't_�i;i :(?nrr_It l .Inl,_)ll:'I ill yLtrll?Ltii tX(llrl.11. and prompt perrornumcC 0' ae contained to thti contract withltl the nnle parameters pro\{dcd herein ( in of 5uuthlakc - RFP20I013440-K 200011 a_I - ; ,i 't, Appendix C — Form CIQ INFORMATiON REGARDiNG I ENDOR CONFLICT OF INTEREST OUESTIONNAIRE \X HO: The tblltm im, pei ion: mutt file :I ( onllwi of Inluc.t [hteillin}naire ,kith the Cus, it' rho; hti; an ,nipinynlent nor huslie, s rcIanonill ip %%it[I an officer ot'Ill e 1 it,, that re;uIt: In tax.ihIc inconle :XCUCdinLI S2J;00 .luring the preceding meIve - month period. ,I- mi oftit,ei ur .l mtnIll CI- ut' the 00ice:r'r hJ-. 3Cceplctt 111s :kith I?1 ,l `arc,ata value of more: than S_-il) durint: the pock luu; M Cl\; - nitmth lcrn?tl anti the per;un eng t,es in\ of the tullowing actions, contracts or ;eek.N it) contract for tile. ;aIC Or pUn: hitic tit prorlcr't\ . I-rUUJS Or ;cr\ Iccs '.Vlth ehl l Itk . nlcludin,t anv of the Colltm imr a \cntten and Implied contracts. uuht\ pLlrchaiei, IILIR:ha;e orderi.::redit card purcha;e�, and am; purchase of t1oods and ier\ Ice; h\ tilt: C It\ h contract; fur rile purcha;e -rl ,ale Of roll I'ropert}, perioncil propk:rn ulcludin:::?n auction 01 propert% i tax abatenlenl and rcononuc dektfonnlent ngreenlew,'. SLIbI1111S a bid it) ;ell goods or icr% iccs. or responds to A r,;tfuc:4t for prop();al tiv iei'\ enterti into negotiations with ncc t, itk for a contract: or applies for a tax abatement and or economic development incenme that kv?ll rciult Ill a contract with the City THE FOLLOWiNG ARE CONSIDERED O)FFiCERS OF THE CiTY- Mayor and C It,, C ounc?I Member~. IN Manauer: Board and Commission member; and appointed members bN the Ma\ or and City Council: 4 Directors of 4A and 413 develorlment corporations. The executi\ e directors or manager; of 4 •\ and 4B de\clopnlcnt k;o porarions. and n Directors of the Cm of Southlak;: who hit%L Juthorlt\ to ingm contracts on behalf of the CIr\ EtCLUSiONS: A tlticsnonnairc itatenlcnt need not be filet. if the Inone\ paid to a local govcrnn?ent +Ificial kkas a political contribution. a gift to a member of the officer'i Tamil\ front i l:nml\ nletnber; a :untract or purchase of than ti1.500 ar a transaction at a price and inhlcci to tcmt; .v-idahL: to file puhlic. a pa\mcnt for iitod. loduni . :ran..;portalion of, entertainment: or a transdcuon itinleci ;it riite of fcc rv,.!u atlon I %, a -,o".:nllllcntal Cnlllk ill' \t HAT: A person or business that contracts with the (- ity or who ;ccki to contract with the City must file a "Conflict ,,I Interest Questionnaire" I'FORNI CIQ) which is available online: at www.cihies.state.mus and a copy of which is .utached to this guideline. The for}n contain; mandatory dISCIo;arcs r,:gardim; "etnplo) mcnt or busine:; "Clamollilllps- with a municipal officer ()lftciak nlal be :Bk%_d Io clan(or Interpret \atoll; portions of file -1Uc;tlonmaire. WHEN: The person or husinesi must file i the questionnam'e -fio Iawr than ie\ Cn Jv,\ after IIIC date the per;Un or bk.Nincss begins cl1?}tl'lle i dKcllsSlons or negotiations \\ Ith the nutnicipahr.. Or iuhnut; an _wrilicanon, responds tit a request h it proposak or bids. correspondence. or other %k ritn_L' rei:ifed to a polenual _ontract or AUNClllcllt \kith tilt ( Irk. alhl ul updated questionnaire within 4c%Cn da\ after the date of .lm CVcrl( that v%oold nlaly 1111,:d gtiesuonnaire Incomplete or Ilsic ur:it it does not matter It the illhnuttal :it a hid �.il' prJp,i;;l) rc allt; in .I ,ol nacl I'll,: stattltc r.-guirC': 3 k'?ndor to file ,t i ORN4 CIQ at the time a proposal IS Stilimitted (+r Ilc`otlallon; cnI11I17cncC \1 HERE: The vendor or putentlal ,vntbar molt mall or ,12lt\vr ;I amlpleted gttcStionnalre to the 1=inarlcc Department, The Finance Department is required by lass, to (fast the vtutenteuts on the Cup's srehsite. ENFORCEMENT: 1=ailurc to tilc a tfuc:;niinn:ill a (l t. lass ( nuidcmlcarn+rpunlihahlc he a fin_ nor, ti, eXC"d S-500 It IS ail exception to pro:;CCL111 11 that the perils.. hiC5 I f•( slt:\I (h) not iLII,:I' Ih;ln ;C'. Il ht1�111Ctia dad; after+hc person rccei\ed notict• of a '. uilan\m. 'NO l E: I he (. ItY doei not ha'. c a dot\ tti _'n:;lire Ihat a perti,m 1-do I t_ontlicl of Inter,CSt (,)LICitliillnJlre Ciry orSouthlake RFP201013-5411MC 2011011 Pagr'_4 of 26 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H 6 1491 80th Leg. Regular Session. OFFICE USE ONLY This questionnaires being flied In accordance ,: ith Cnapter 76. Local Government Code r:„� Derai; it by a person • vho has a business relationship as defined by Section 176 001, 1-a I -pith a local governmental entity and the Person meets requirements under Section 176.006(a I By la. this questionnaire must be filed -=ith the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes a,. are of facts that require the statement to be filed. See Section 1-6.006. Local Government Code. A person commits an offense if the person kno•..ingry violates Section ' 76.006 Local Government Code. An offense under this section is a Class C misdemeanor 1 Name of person who has a business relationship with local governmental entity. QIA aCheck this box if you are filing an update to a previously filed questionnaire- Tilt- io.v f�I¢jn!�� rh•r• ;'_u tii uG;l:i!af nil;.wt�•a jt, h rni,Ut :Wrl th= :IDpr`�:rl_1' h,uha autnorl, n,,t 1a19r th:ln "re it, Cush?.; acv, -ittdt tho -.;ar;-• t, `,iii;lrt•llt/ fli�,a itr�;tri:nn.2u- C _COnte?S in-: :hmptete or ;Gdr-rur•lie 3 Name of local government officer with whom filer has employment or business relationship. �s1A i i TnIS ;-;r;hOr,Ron-. u1,:N;.:iliJ ;ub,:ia(15 -. C ': _"clot .om flat-••2 �a,a >1itn=r :•:rth ,�hnn; ?hr ni�r ha; �tr -?,if or „oi�i Cush s r ,Ianunsnlf i-• f •nil t , ;� -. ,,n ? - lr 1 "'qP5 TO thi; Forni I'd ,1 n .. :is.]r•r I - s IhE locpi t„ �r,r�ent ;ificet nun,.,.; �r, t, = . ar,n - - ,1 �; n I.{.- . - -'.;,,.. ']A r,•I:• In. ;n:.: )th?r than I C;'r„,=' `fi)C, 117� il!ri si rl?N tU?j(I(:Irndll� a E-1 h; itirl rilMr of ih • Il,�stir:nnalr? r�,_er,u ,a r Ilk ,i, :r:itt- h<m� °•1ul h u h, -; r'�nt :nCr_,m rcrnn of tt :r:= d,r? p:1n -A th ti-W9r In 'h u':,-nm- rc t rr _ •,ail from the Ir:_ti ;werrni�nt.il ?nrrr. i the filer .-,r rh:; 1u •Ur,ni:]r Sri :l,,rgr1 C, ::I r., r.,Itr::r ..,r _rh�r Guar _ �n!lt, ;nit' - •D?,: rr• Mlich !h= :w:.il i . an•,m�nt •)ffit•2r ��r,_. -:_ -gin �filr_�r _I �:r�a, i•1, �n _ •,u,-r•:lilt. ,i _ r;?r•_r' _r ,_,=r- L-scrit—e,irh Ir+;l,rrr�w+ll 'r tt.,ln,-. rul:_�n;fu; silt rr•�I�„ I-nml-in )(fit �,, I 1 j. � �-till � qtill•_ _c•r:k;ri S a3 1 P, i itA Signature of per ,,-)n r;rlrtg Juslnes- moo 'he. rni iy ate Cite of Southlake - RFP20108540.W200011 Page 25 of 1-6 SOUTHLAI<E v \1)1)FNhl �,I N1 NIBER = I Tu: All Proposers Date: November ;, 2020 Request for Prnposal: RFP2010135a0.IC'200011 Landscape Senices for C'it% of Southlake Proposal Due Date: 3:111) p.m.. Noember 211, 211211 1. Addendum No. 1, dated November ;, 2020. per \ddt:ndum »I. the C Its ,,t SUl11111ahe is ansk�enmg vendor iuhmitted questions OL ESTION: -tire %,,it ;urrewk u,In_ multiple pn', tdcr, to ,en Icr these prupertie,' -iNSW ER: \t, QL ESTION: the bid ,rite, that ,cn ICC; ,ire to he pert-Orriwd as requested (page 7). Please ,hare hock man\ nt,n�; there sNcre thl, pa,i �c;lr I ,,r rumple. %%ere: there t. evkll I1IOM., or n1,,\%, , NSW ER: local numher ,�I ;cr,,+ce, t„r all ,Irca, I, not readll,. a%Ailabie and does not 'rldlcate Future required reyue,ted ,er%ice, ,,,roe .Irea. t,.crc ,crvlced and sortie area, +\ere ,CR IcCd Per the pnlpo,al d+,cnnlent: 1 endor will be paid on an "AS Performed As Requested" basis. t its ,hall ,_Ieiennine Micn ,ery i,.es are to he pertormcd. l_,!in`AtCd ,Ct%ICC, t11 hC rQytlC,tcd He indicated In the Schedule ,t prrCtn',: Bld fable Srrvl e t'rcyucnclr. ,hoMn arc e,tlrna:Cd ,,nl% and In n,, «a% are a 'auar:.lnteed atn, mw oI* er\ Ice, t(, he oct-formed QL ESTION: Dki a; allo ti the tl,c •`I icr\ I,c I).tnner,, ,tilit o tractor, , ,OSW'ER: the t` It_\ prefer an c,(ahl"llet.l "mlp.-ur'.i;I "'111 Its crv�� and equipment the prc,p,,,er + ,LIh1111„I„fl I, liea�dk ,It 2\pertericc and ahilit\ th'`o) n, pn,',Ide _III requlrCd .er%L•, II pn,fit .,er I-. plaIInIn_ ,n Iitiliiln ;Cr%i_e partner ,,r ,uhcontractor, t,, prw.+de %(InwCd ,cr�Ic ,. fhr, chef nnl,i he clearfti indicated ul the pr(tpo,ai ;ulimlt sI„il .Ilid .lil required Iltlorwation Illu,t he pi-m Ided h,r each uJRICC partner i,r ,uh-contract,.,r it, he Milli,,cd in the perl,,rnlallcc �4 thi, e(,ntracl QL ESTION: \\ ill `• lit puhll,h :111 ylle,i n,n, tr tit ,ther \ rndor. %NSW1, R; Per the original document: Re,pt,n,c, 1- Iny!ttrle, \%hich direclk ,Ilieet an Interpretation ,r tlret a chin t 1; Ohl, KI P '.%ill h,: 1„twd ill ��ritiriu h\ addendtnn Hosted t(, 1. Itv \\ch,lte 1, ':1 _.r lrHe? rr :r.it,.. -.L n,-('- a Ji f, 11. ' 1, i QL ESTION: Landscape tier\icc, Ooc, lhl, include ;11»111a1 v.niter cuthack .II Perennial, and t;ra;:r,' 1 ;ut \ Iu ,pcclll (tic +ulpc oll thl•, 1VSWER: 1 Ir \lap = \" I \I +;\ \Ic,Ilarl, ` kt1\\ lanti , ipc ,er\Ise, .iwIi Include Illnx cutback, on _ra„ and plan) material .uld should he Included In \ oor land,caping cll;t; for tills area \11 Tither area \\ Inter cutback, art: non Included ill I.alldscape Scr\ IeC;':ost. I he hlwrl\ labor rate t;Ir \, Reyue,led" ;er\ic,c, ,hall he used I,Ir the,c ,cr\Ice, in Ilther lI Ieat lui, QI ESTION: Push \Itl\\in at 1 Ir\ Hall. l amll\ P:Irk. Ktutln Park. t_ entral Park - I dill rcadmu that rhe,e entire area; are (,I he ru,11 1111+\\ed. 11 (hilt ck)l'rCet ' \NIAWER: \ e,. QLESTION: Irri ation-1LIILI , - (he,c <ire prlceJ Al ,111 huurl\ rate IIn hid >heet 1 orrcct' Ilmuanl}n audit per controller and riyulred repair, \II I ocauun,l Bid lit' K--t ANSWER: 1 es QUESTION: I, there a pre\ it+us hul tab that \ ILI can prll\ ids ANSWER: I )mmial Bid tabulation Included 2. There are no other changes. Mai-, Vortian Deput, Director Finance I It\ , ""Ilthlake Ili the ;UbmisNion III their rl`OPOnBl. Pn1po,er ntu,i 1ckno%0edle receipt III this addendum. l'ropo,cr ,hall .IikiAl\\led`_e this aditclldt1111 h\ il'111I11'L, mid returnlll-_' -f1C fwii,e \\Ilh their pnlpll,al ;tlhllll„1`Ill t .,mpam Vant4 C '©Onrtatl� �.a.d;._-�, S"t5,+1-k.C. l� 1 I�Jnidh? `r'31�:'. _..).q •r'Yr • LLr,i' ,. -�°I nai= � .:afht�, :._i5 'y.'!. Kev Personnel Position: OWNER Name: SCOTT E. O'DONNELL Education: B.S. KINESIOL06Y UNIVERSITY OF NORTH TEXAS Experience: Thim-one years of experience in the landscape industry. Scott is a Texas Certified Landscape Professional (#318). a Licensed Chemical Applicator t M314 I69). a Licensed Irrigator (=LI00?0038), 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 I NIVERSIhY Experience: Twenty years of experience in a management capacity with several diverse roles. Shanna is a member of the Texas; Nursery and Landscape Association (TNLA). and a member of the Associated Landscape Contractors of America ( ALCA ). Position: SR. VICE PRESIDENT OPERATIONS ' LAWN CARE WANAGER Name: ENUNIAiNUEL CARRENA Education: M.S. HORTICULTURE OKL.ALIONIA STATE. UNIVF:RSI TY Experience: Forty-three yeah of experience in the: landscape industry. Emmanuel is a Texas Certified landscape Professional (460), it Certified Nui;ery Professional ( 42,80), a member of flee Texas Nursery and Landscape Association (TNLA), and a member of the AN-iociated Landscape Contractors of .America ( ALCA ). Primarily responsible for management and production of all operations of the company. Position: VICE PRESIDENT OF OPERATIONS ; BUSINESS DEVELOPMENT Name: JEREMY FOSTER Education: B.S. BUSINESS MANAGEMENT UNIVERSITY OF PHOENIX Experience: Nineteen years of portfolio management with client service and sales experience. He is a member of the Texas Nursery and Landscape Association (TNLA), and a member of the Associate Landscape Contractors of America (ALGA) Position: IRRIGATION MANAGER Name: CIFERS HAN1 LTON Experience: Forty years of experience in the landscape industry. Cifers is a licensed irrigator in the state of Texas, ;Vlaxicorn certified. a licensed Backilow 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 / CLIENT SERVICE MANAGER Name: TIM McCONENIAS Experience: Twenty-six years orexperience in the landscape industry. Tim is a member of the Texas Nursery and Landscape Association (TNLA), and a member orthe Associated Landscape Contractors or America (AL.CA) Position: QUALII-Y CONTROL_ MANAGER' ASSISTANT LANDSCAPE Name: JUAN RANTIREZ Experience: Juan has nineteen kears ofexperience in the landscape industry. lie is a member orthe I"eras NnrScr\ and Landscape ;\ssociation (LNLA). and a member or the ,-associated Landscape Contractors of ;\merica (ALCA ) Field Supervisor is Alvarez Sr Mechanic / Float Javier Munoz O'DONNELL'S LANDSCAPE SERVICES LLC ORGANIZATIONAL CHART for CITY OF SOUTHLAKE Ownore Scott & Sharma O'Donnell Sr. VP - Operations FIN VP - Sales & Operations DFW Emmanuel Carlene Jerson, Foster Office Manager/Payroll Lawn Caro Dept Mgr. hrigallun DupL Mgr. Landscape Dept. Mgr. Quality Control Emmanuel Cairene Cifers Hamilton Tun McCommas Juan Ramirez Applicator Irrigation Tech Landscape Foreman Maintenance Foreman Dame/ Love Jose Reyes Geraldo Castro Enunanuel Jtmenez Applicator irrigation Tech Landscape Foreman Maintenance Foreman r Alejandro Ortiz Jose Platas Jose Lomas Miguel Perez Irrigation Toch Maintenance Foreman Maintenance Foreman Jose Zumga Miguel Ruvalcaba Lazard Garcia Irrigation Tech Dotall Foreman Maintenance Foreman Armando Ruvalcaba Jose Chavez Melesio Hernandez Irrigation Toch Maintenance Foramen Benford Peavy Augustine Hernandez Irrigation Tech Dotail Foreman Luis Hernandez Gilberto Sancen 3 , „<qY.1 , r , , . Who We Are Scott E. O'Donnell. Owner has more than thirty- one years of experience in the landscape industry. Scott maintained yards and several commercial properties for Hall Financial Real Estate during his early college years. During his final year of college. Scott became serious about the landscape industry and accepted a job with a large landscape maintenance provider in (he DFW Wetroplex. Scott became passionate about the landscape industry and chose this field as his profession after graduating from The University of North Texas. Positions he has held during his career are as follows: Gardener, yrlaintenance Foreman, Chemical Applicator. Residential ' Commercial Manager, Area Manager. Salesman. Sales Nlanaaer. Vice President of Sales. Regional Sales & �larketino Nlana:ter. and National Accounts Manager. As an Area Manager. Scott managed a portfolii, of more than two million dollars in landscape maintenance re\enue. 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 ,Llandalay Hotel in Las Colinas. Dallas - Fort Worth Freeport Development. and DM Marriott Hotel, In his -ole as Vice President of Sales. Scott was responsible for the sales and marketing of a twelve million dollar company w ith rmo branches located in the Nietroplex. In April 1998. a national company acquired Scott's employer. where he assumed the role of Regional Sales & Marketing i10ana�,er 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 \\ell as the employees. translating to a non-existent level of ownership. The focus on pro%idin` quality landscape ser%ices to clients was lost in an attempt to satisfy stringent corporate budgets. Scon's philosophy has and always will be to take care of his clients as well as his employees and they in turn w ill de the ,ante. In 2000. O'Donnell's Landscape Services was incorporated in the state of Texas. Complete landscape manaszement services are provided such as: mowing. edging. trimming, fertilizing, seasonal color installation. irrigation monitoring/repairing, and plant installation. Scutt is a Texas Certified Landscape Professional (14318). a Licensed Chemical Applicator (4314461)). and a Licensed Irrigator (L100200 8). The company is proud to be outstanding members of the fexa Nursery and Landscape Association ( i NLA), and the Associated Landscape Contractors of America (.-PLCA'). Risk Management / Safety / Training In today's society it has become increasingly important to manage your client's investment by evaluating the repercussions of various liability issues. Below please find a listing of items that O'Donnell's Landscape Services, Inc. does to insure that you and \our client's assets are billy protected. Our employment screening and hiring process protects our clients. • We randomly administer drtt�: and alcohol testing to our staff on an ongoing basis • We require proper documentation of citizenship and/or work papers of all our staff • We require all of our employees to strictly adhere to our uniform and personal appearance policies We have complete insurance coverage on all ofour employees includin`, an umbrella policy of over tyro million dollars. We require proper certification and licensing of all of our technical staff. subcontractors. and most importantly we adhere to the strict la\4s in texas. We have a safety program that is endorsed by the Associated Landscape Contractors of America (ALCA) organization. A safety meeting is held monthly covering numerous topics within the Green Industry. A tailgate meeting is held weekh to ensure all proper training is adhered to on our clients properties. All of the above are items. which tie 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 mam of'the positive thins we do for our clients. wl The O'Donnell's Difference There is a difference in landscape companies. Frankly. vve feel we provide the finest landscape services available in the Metroplex. Our small more personalized work teanis, combined with our central location are tough to beat. I . O'Donnell's is responsive. Simply put. if you need us we are there. We maintain projects throughout the Metroplex. Throuah 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 avvards for landscape maintenance. and colorscapin;. Whether you're a high profile municipality, a commercial property or a residential community. one thing is certain: O'Donnell's delivers quality service. O'Donnell's delivers value. Our company strives to deliver true value for our client's investment. We lionestiv feel that there is no comparison in value. Our goal is to have the best price on every proposal, but what vve concentrate on is delivering value. ; he best way to describe the value of O'Donnell's Landscape Sery ices is by sharing our mission statement. That mission statement is as follovvs� "Our goal is meeting, or exceeding our clients' needs by delivering quality landscape sery ices 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 investtttent. �v The Certified Landscape Professional O'DonneII'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 rev iew process that identities 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. I he certification process for landscape professionals in Iezas includes extensive testing covering over twenty topics. These topics range in diversity from landscape and irrigation design to resource efficiency. buildinul materials, botany, turfeulture, and pruning. Professionalism is a key to success.. . Advancing technology has made landscape contracting much more than a horticultural abilit\. 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 knowledgre and Skill le%-vl in hurtictdttire and landscape Science Protertiott of t-ottr landscuhe itnVesttnent PreserwWon of the integriti• oJ:rour lantAcalte dvvii n Extension of professiontilisnt thrott-,hoot exert asltect of vour project ,Sigtifrcunt payifive affects on the qualirr ttf .tour environment Certified Landscape Professionals set high standards. which are passed on to you in terms ofjob 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 establishin!, certification sets apart skilled professionals. There are many factors that should be taken into consideration during the selection process of a qualified contractor. Below is a list of recommendations that should be considered in selecting O'Donnell's Landscape Services, LLC as the contractor to provide landscaping services. Ownership involvement is extremely crucial. The owners of O'Donnell's Landscape Services, LLC are actively involved in even 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 desianated areas in this RFP. Fie 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 maintertrtttce 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. Safeo• 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 avast 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 fir all persons and property, including our employees. O'Donnell's has been recognized nationally by the Associated Landscape Contractors of America for our safet- record. 4. Accountability, is a requirement that must be adhered to in order to be employed at O'Donnell's. O'Donnell's has invested in a five ;lobul positioning sjtstetit which is installed in most company vehicles. With this system, our tearn is able to create numerous reports. This systems has proved to be a critical cost savings tool for O'Donnell's which enables our pricing structure to be more competitive. E.rpertise 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 orte linndred seventy eiglayears of combined e_vperience. The owner, senior vice president, three of the client service managers, and two department managers have all worked together for more than ttventy years. If we were to consider our field staffin the above combined experience, the number ofyears would be more than double. Most of0'Donnell's salaried employees are all past employees ofa company that sold to a national compan% in 1998. Maul `uthlakv Blvd.',1r I r,rr' `,,,u!hlak I'. adr) \1,rr, " •124 1- 1a: 'i1" n_40fj O'Donnell's was established to brin- back the Family/company culture we were all accustomed to. O'Donnell's has the experience of ntany years, but more importantly expertise that is hard to beat when it comes to maintenance services. O'Donnell's Itas five Certified Landscape Professionals, and our Senior Vice President of Operations holds a Master's Degree in Horticulture (Turf Grass) trom Oklahoma State University. O'Donnell's is in good standing as a member of the Texas Nursery and Landscape Association, as well as the Associated Landscape Contractors of America. 6. The scheduling of O'Donnell's Landscape maintenance services was carefully considered when all pricing was established. O'Donnell•s did a thorough evrduativn so our crews would be out of the �vav 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. The ease of communication between all interested parties should be considered in today's busy workplace. O'Donnell's offers several options for an open line of communication with our clients. We leave the option of communication up to each individual. All members of O'Donnell's management team are equipped with Smart Phones and Laptops which are capable of receivim, email, text, and telephone communication. O'Donnell's website is one additional option to communicate via email at wwn•.teumols.cunr. N 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 employee,, our Fleet of more than fifty -fire 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 nee(Ls of the city in one week as retluired ", we mean it. We are large enough to serve you but most importantly. we are small enough to•know you and your needs. I-t t: ',oullihke 131vd. Ste t r,ti' , nItItLlI;r \I,.•rrn t !' :ri' .lyt • •. •• u1t�11t1c'lltil;lntl�:ial?C.�;��n' SOUTHLAI<E v City of Southlake REQUEST FOR PROPOSALS Proposal Reference Number: UP-201OB34OX20001 1 Project Title: Landscape Services for the City of SOUtlllake Proposal Closing Date: 3:00 P.MACST), Friday, November 20, 2020 TABLE OF CONTENTS Table of Contents ..... ....... . _..........__.. ... .. _ .... ..... _....__ .............. _..._ ............... Page I Request for Proposals ( I ) Introduction .............................................. _ .. _ _ ................. . _ ... . _....... Page (2) Definitions ................ ........_..........._...................................................... ..._.Pae (;) General Information _ ...... .. _ _ ..... _ ...... .. _.._...... Page ? (4) RFP Withdra%\als at4or ,-amendments......._ .... _ .... .... Page (5) Estimated Quantities ....._......._-.. _.... __ _ ...... __ .. ... ___ ... ... Page ((i) Proposal Submittal Requirements . ......... ._ ............................. ._..... .. .... .... Page ? (7) Proposal Evaluation and Contract Award.._ .. ..._ ___ ...._ ... .................._.. ... ......Page -i Appendix A — Scope of Services t1) Project Title ..... ......... .............. ....__.... .... ..._ _ ._..._........_....................... _ ........ Page n ('_) Scope ofSemices Contact........ _....__............. .......... ............... .......... Page n (3) Special Condition,-;._.... .._ .......... ... _ ...... Page b (4) Proposal Evaluation Factors.. _... ......... ... ...... ...... ... ...._......._........ ..... ..... Page t, (5) Brand 'Manufacture Reterence......... ._........ ... _ ............ _..... ........ _ . 1. .—.... Page n 1b) Key Events Schedule .._..... _..... _ .......... . ........... ........... Paue n ( 7) Scope of Service; ._ __ . Pa_c n Appendix R — Proposal (-) Label Format for Submittal Packet; Sealed Fmelope .. .......... ............................. Page In 1 Required Proposal Information t I ) Proposed Product . ..._. ...._......._ .... .. _ ......... _...... .. _... _ __..-. Page 17 (2) Cost of Proposed Product ...— ................ --_ ... ... ............ ... - . _...... ... Pagc 17 (3) Term of Contract and Option to L-:m nd _ .. _ ... _ _..... ........ _... .. .. _- .. _ ... Page 17 (4) Proposer's Experience Staff........... _ ..... _._ _ .... - -.- ... ... Page l8 (i) References....... _ _. _._._. Page 19 (6) -trade Secrets and, or Confidential Information.__ ................ ............... Pa,_c '(► (7) Federal. State and/or Local Identification Information................................................... Page 20 (8) Emer=envy Business Services Contact ti:nice _ ............... _ ..... Pane _'t) (a)) Cooperative Governmental Purchasing Nkioce ... ......................... ........ _....... . Paue "I 11 Contract Terms and Conditions ( I ) Delivery of Pruducts and%or Sc'rvlc:--.. _ ... .........._ _ ....... _ .. _._....-. Page 11 (2) kliscellaneou5...... _ ................ _ .. .__ _ .. ............................_. ... ..... .....__ ..... Pale 21 (3) Financial Responsibility PCOViiiUns AppendixC — Form CIQ ........................ ...... _. .. ,.... . ............................. . Page 24 Appendix D —lNo Intent to Submit Form ,..... _.... ...... ........ ......... ......... ._._ _ .. ... _.. Pale 26 .Attachment A — aerial Maps and Photos ................................................... _ .. City ofSuuthlakr RFI'2o1oB-5J0.IC200011 Paee I Southlake, Texas Request for Proposals Introduction \. Proiect Overviev\ : Hie City of Southlake is requesting Proposals \kith the intent of- a%%arding it contract for the purchase of goods and scr% ices contained in Appendix r\ - Scope of Services. B. Questions: Follo�inn are contacts kir question, as identified. i. RFP Clarifications: .AM questions related to requirements or processes ofthis RFP should be submitted in writing to the Purchasing Manager identified in section -' belo\\. it Scope ofsel-vice Questions: All qucstions rclatcd to the ;cope of scrviccs should be submitted in writing to the contact person(s) noted in \ppendix A - Scope of Services iii. Replies: Responses, to inquiries which directh affect an interpretation or effect a chang,e to this RFP will be issued in writing b_% addendum posted t� Cit\ \\ebsite. \11 such addenda issued b\ City prier to the submittal deadline ;hall be considered part of the RFP. The City shall not be bound b\ an reply to an inquiry unless such reply is made by such l0mial written addendum Iv Acknou ledgement of Addenda: The Proposer must ackno\\ ledge all addenda by signing, and returninL, such document(,) or b\ initialing appropriate area of the Proposal. Notification of Errors or Omis,ions: proposers shall promptly notitj the C'it\ of an\ omissions. ambiguit}. ineonsistenc\ or error that the\ ma\ discover upon e\amination of this RFP. The Cit\ shall not be responsible or liable for an\ errors andi'or misrepresentation that result From the solicitations which are inadvertently incomplete. ambiguous_ inconsistent or ob\ mush erroneous. D. Conflict of Interest Questionnaire (Form CI(,))::\ person or business_ and their agents. who seek to contract or enter into an aureement with the Cit-,. are required b\ Texas Local Government Code. Chapter 176. to file a contlict of interest questionnaire ( FORM CI(;) which is ti,und in Appendix C The form must be tiled \kith the City Secretar\ no later than seen (7) days after the date the person or business beui ns contract di>cussions or negotiations %%Ith the Cit\. or submits all application. response to a request for proposals or bids. correspondence. or other vv ritin,j related to anv potential augeement \\ ith the Cit\ E. Form 1295 Certificate of Interested Parties. In 201 i. the Fexas Legislature adopted House Bill 1295. which added section 22 2.9Q8 ofthe Go\emment Code. Ih.e la\\ Mates that a sovernmental entity or state agency ma\ not enter into certain contracts with a business entit\ unless the business entity submits a disclosure of interested parties to the governmental enut\ or state a4_>enO at the time the business etttttj Submits the ;ianed contract it) the o?owninwiltal entit\ or Slate ai-je11C\ the law applies only to a contract of a ,go\ernmental entity or state a.toenc\ that either t I ) requires an action or vote by the governing_ body of the entit\ or agency before the contract ma\ he sinned or (2) has a \ alue of at least S I million. File disclosure requirement applies to a contract entered into on or after January I. 2016. Please uo to the texas Ethics Commission \\ehpage (\\\\\\.ethics.staleAyus) tier full instructions and to complete the required steps for creation of Forill 121)5 Once the fonll is completed online. printed and signed please return the (Orm \\ ith your proposal submission. City of Southlake RFP2t11013-540.1CU001 I Paulo 2 (4 2t1 2. Definitions Proposal: The signed and executed �uhmittal cif the entiret} ol' appendix B - Proposal. Prop( scr: The Proposer and the Propo er's designated contact '.it nine the first page ofthe Proposal. City of Southlake ("City"): Tile Cif\ of Southlake, Texas. City Secretary'; Office: The office of the Cit\, Secretan. of the Cit\. IUcated at 1400 Main Street. Suite »270. Southlake. fexas 76092. i'll (817) 748-80I h: Fax. t 817) 7-18-9170 Proiect: -(lie name of this Request far Proposal, as identified on the cover sheet and first pare of .-Appendix A - Scope of Sere ices. Purchasim: Nlanaaer: The Cit} of Southlake Purchasing N1anauer i; Tinioth\ Slifka CPPO. CPPB. Phone: (817) 7.18-811'_. E-Nlall taifl.a a ci.southlake.tx.us: fax (817) 748-8010. Request for Proposals (RFP): The entiret-\ of this docunient. including all AppendiCell and :addenda. Scope of Services-. The entiret\ of .Appendix A - Scope of Set-\ ices. 3. General Information A. Tax Exempt Status: City purchases are exenipt from State gales Tax and Federal Fxcise Tax. Do not include tax in the Proposal. CO gill furnish FAcke Tax Exemption Certificate upon request. B Public Inspection of Proposals: The Cttx ,trictl\ adheres to the I exas Public Inforniation :Act t Texas Go\ernment Code Chapter 552.001. et seq.) and all other vo\ ermn,, statutes. re_ulations_ and laws regarding the disclosure of RFP information. Proposal, are not a%ailable for public inspection until after the contract award. If the Proposer has notified the Clt',. in \%,rlting. that the Proposal contains trade secrets or confidential infilrniation. the Cit\ will �,eneralk tale reasonable Steps to prevent disclosure of such information. in accordance with the Public intorniation act This is a statement of general policl onk. and in no) e\ent shall the Cit\ be liable fix disclosure of such information b\ the City in response to a request. regardless of the C'it\'s failure to take am such reasonable step;. even if the Cit\ is negligent in t'Ailim_ to Flo .0 a. RFP WithdraNvals and/or Amendments A. RFP Withdrawal The LIT\ reserves the ri,ht to \\ ithdra\\ this RFP l'or iui\ reason B. RFP Amendnents: The Cit} resery es the nrht to amend an\ aspect of this RFP b\ formal \\rtten Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered with the Cit\. but tallure to, notif\ shall impose nor obligation or liabilit\ on the Cit\ +. Estimated Quantities Tile City does not guarantee to purchase art-, tninirnunl or niaximuni lluantit\ but does contemplate purchasing, exclusively during the terni M the contract troni the successtill \endor 6. Proposal Submittal Requirements A. Submittal Packet - Required Content. All proposals niust be submitted electronically. The Proposer niust visit https://southlake.ii,?nlirehub.conllogin and register. Once registered for this City of Southlake Pa`e ; o1 26 complimentary service. the Proposer ntav subunit Proposal Documents electronically by selecting the appropriate Proposal Identification. B. Submittal Deadline: The deadline for submittal of Proposals shall he as identified on page 17 (seventeen) of appendix B-Proposal. It Is the Proposer's responsibility to have the Proposal Documents correctly electronicall\ 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 tithe and date of receipt as recorded within the Bonfire electronic system shall he the official time of receipt. The City is not responsible for late submission regardless of the reason. Late Proposals will not be considered under am circumstances. D. Alterations or Withdra\vals of Proposal Document: \nv suhntincd Proposal nua he withdrawn or a revised proposal substituted prior to the submittal deadline. Proposal Document.; cannot he altered. amended or withdrawn by the Proposer after the submittal deadline. unless such alteration. :amendment or withdrawal notice is appro� ed in \yritinu by the Purchasing_ Manager E. Proposal Document Format: 111 Proposal Documents must be prepared to single-space type, on standard 84'2" x I F vertically oriented pages. numbered at the bottom. The Cit} only accepts electronic submissions via htttu:i.'southlake.bon lirehub.cotnllogin. An\ other fornrtt (\ia telephone. fax. email. etc.) max he rejected by the Cite at its discretion. F Validity Period: Once the submittal deadline has passed. any Proposal Document shall constitute, an irrevocable bid to provide the commodities arid, or sery ices yet forth in the Scope of Services at the price(s) sho\vn in the Proposal Document. Such proposal shall be irre\ ocable until the earlier of the expiration of ninerti (91)) days front the submittal deadline. tw until a contract ha., been awarded by the C ittt. Proposal Evaluation and Contract Award A. Proposal Evaluation and Contract Award Process. An av\ard of a contract It provide the goods or services specified herein will be made usim> vomlpetitive sealed proposals, in accordance with Chapter 252 of the Texas Local Government Code and with the Cit-\'s purchasing policy. The City will evaluate all proposals to detemtine which proposers are reasonabh qualified for the award of the contract. apply ing the anticipated e\ aluation factors and emphasis to be placed on each factor as identified in the Scope of Services. 1-he City ma\ . at its option. conduct discussions with or accept proposal revisions from an\ reasonably qualified proposer f he Civ, reserves the right to determine which proposal will be most advantagecnrs to the Cit\ B. Completeness. Il" the Proposal is incomplete or other\% ise fails to cunfonn to the requirements of the RFP. City alone «ill deternune whether the variance is so significam as to render the Proposal non- responsive. or whether the variance nra% be cured by the Proposer or wai\ ed by the City. such that the Proposal ntay be considered for award. C_ ambiauity: Any ambiguity in the Proposal as it resell of omission. error. lack of clarity or non- compliance by the Proposer w itlt specifications. instructions and all conditions shall be construed in the favor of the Cite in the event ota contlict between these standard RFP rcquirenients and details pro\ ided in appendix .A — Scope of Sen ices or .Appendix B — Proposal. the .Appendices shall prevail. D. Unit Prices and Extensions: If unit prices and their extensions do not coincide. the City ntay accept the price most beneficial to the (_'it\. and the Proposer will be bound thereby. Cif} of Southlake RFP20101154MIC20001 I Pa_c -t of 26 E. additional Information: City may request any other inturmation 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 portion. of the requirements to different Proposers based on the unit prices proposed in response to this request. or to reject any and all Proposals and re -solicit for Proposals, as deemed to be in the best interest of City. G. Terminate for Cause: the occurrence of any one or more of the tollowing events will justify tenmination of the contract by the Cite of Southlake for cause: i) The successful proposer fails to perform in accordance with the provisions of these specifications: or ii) The successful proposer violates an,. tit the provisions of these specifications: or iii) The successful proposer disregards laws or regulations of an,, 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 i%) occurs, the City of Southlake may. terminate the contract by 1:iving the successful proposer seven (7) days written notice. In such case. the successful proposershall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful proposer shall not receive any pay merit on account of loss ofanticipated profits or revenue or other economic loss resulting from such terminatiort. vi) When tite contract has been so terminated by the City of Southlake. such termination shall not affect arty rights or remedies of the City then existing or which may thereafter accrue. IL 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 - RFP201OB540JC'200011 Pace i of 2h Appendix A — Scope of Services I Project Title: Landscape Services for City oi'Southlakc M Scope -of Services Contact Questions about the technical nature of the Scope of Services, etc. may be directed to TtNI SLIFKA, Phone. 3 17.748.831 2. e-mail: Witka ii ci.Southlake.ix.us. Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: Vendor will be paid on an "As Performed/As Requested" basis Proposal Evaluation Factors Emphasis Factor 30% Vendor Overall Price for Services 30% Vendor Experience Providing All Required Services 3 5 % Vendor Ability to Provide All Required Sen ices 5% Vendor Past E:x erience with Ciri Brand Manufacture Reference The CitN has detennined that an\ manufacturer's brand defined in the Scope of Sery ices 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 thr City desires to purchase. Quotes for similar manufactured products of like quality will he considered ifthe Proposal is fully noted with the manufacturer's brand name and model. The City reserves the ri�,ht to determine products and support ofequal value. and whether other brands or models meet the Cily'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 i. 2020 Shown on First Paue of this RFP November -December 2020 .January 2031 The City of Southlake is seeking vendor(s) to provide landscape services for various City locations. These services shall consist tit', but not be limited too. finish cut mowing. semi -rough cut mowing. rough cut mowing. Right-of=Way mowing. Brush Hog inowing, landscaping services. irrigation services. fertilizer. weed control and pesticide applications. Definitions of these types of mowing and other required services are provided within the Scope of Services. Vendor shall provide all materials equipment and labor required to perform all requested work identified within the Scope of Services. Vendor pricing for individual items shall include all associated costs. City of Southlake RIT2011013540.ICZ00011 - Page 6 ot*26 Vendor shall maintain current licenses and certifications. as required, to pertiOrm all requested services during the contract period and period of any renewals. Vendor must submit copies of all valid, currently held licenses required to perform requested services with their proposal submittal. These include but are not limited to Landscape Irrigation license and Commercial applicators license. Proposals submitted without current valid licenses ma\ be deetned non -responsive: at the (1kcretion of the City_ Vendor shall submit yearly updates of license renewals as required. rile ('it-\ shall perforttt random vendor required license checks as it deems necessan•. Vendor ,hall 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 la -,es governing requested sere ices. The Citv reserves the right to award this contract individually or by group. Sere ice frequencies shown are estimated only and in no way are a guaranteed amount of services to he perforated. Vendor may indicate -no-bid' in the Bid fable for areas they do not w ish to bid on. The City shall provide vendor with a contact person who ;hall oversee the landscape related services with the City. This person shall be the point ofcuntact for the vendor fur all landscape service -related questions or issues. Vendor will be paid on an "As Performed / As Requested" basis. City shall determine when services are to be perforated Vendor will supply City with anticipated weekly mowing schedule once services are awarded. City may modll� sche dole to tit Or% needs, City will coordinate any movvin,, or service schedule changes with vendor. Vendor must pro%rde to City contact a weekly mowing list of all areas sen iced to be confirmed by C'itt to alle.>w for payment approval Vendor shall provide the following services A. Mowing Services Finish Cut Wowing: this stn le of rnkm in_t_' im ice shall consist of the f_�Ilowin�:: • ,all visible debris picked up prior to mowing, • Vendor shall nit mow when area is too wct to prevent turf -damage or create ruts. * 5ttaight Level Cut • All grass clippings should be mulched utilizing proper equipment. Desw fated areas in certain groups require clippings to be hagged. At this time this includes Famih Park. Rustin Park. Town Nall. and The Nlarq. Additional areas may be added as required and will be coordinated with vendor. • No visible thatch or clipping,--, left behind. All vrsihle thatch or clippings shall be collected and disposed ofbv vendor. Clippings will not be blown into drain inlets. If sen ices cannot be performed due to rain or other cireumstances. multiple passes may be made at the Citv', 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 caulion as to avoid any dania--,e to tree trunk. • 111 areas sen: iced shalls he tree ofanv related debris lollowinservices. • Replacement of dead or dying landscape: materials and.or turf will be at Otv expense unless Caused by vendor neagliaence • Grass height shall he as determined by Cir:y based on C aN requirements. Citv of Southlake RFP2010B540.1C'200011 Page 7 of 26 Semi -Rough -Cut Mowing: This sty Ic of ntowing �.cry ice shall consist of the t�olluwinn!. • All v isible debris picked up prior to ntuy\ ins: • Vendor shall not nto\\ when area is too wet to prevent turf'dantage or create ruts. • Strai,ht (.cv cl Cut • No visible piles of thatch or clippings left behind. All visible piles of thatch or clippings shall be collected and disposed of by vendor. It' services cannot be pertoormed due to rain or other circumstances. multiple passes may he made at the Cit-Cs discretion and additional cost. + \II sidewalks. edees. boarders. Fence~. and tree areas ;hall be line trimmed or ,tick edged as required. + iVtowina and trimntins around trees must be done with caution as to avoid an., damage to tree trunk. • All areas son iced shall be Free of am related debris follovy ina sec\ ices. • Replacement of dead or dying, landscape materials ancLor turt' «ill he at Cit% expense unless caused by vendor neeligcnce + Grass hewlu shall be as detennined by Cit\ based on City requirements Rough-Cut/Right-of-Way Mowing: This ,t ie of mowing service shall consist of the ti.>Ilo%%ina: • :111 visible debris picked up prior to mo\vin`, • Vendor shall not mon when area is tug wet to prevent turi'damage or create ruts • lfservices cannot be performed due to rain or other circumstances. multiple passes may be made at the Citv'S discretion and additional cost. • .-\II areas shall not exceed :t maximum ve,;etatiun height of five 0) inches. this vy ill include open area. fence line, trees. h\lants. 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 sick edged as required to maintain maximum allowable vegetation hehAt. In ;elect areas vendor will be required to maintain a minimum silt} inch (fill") mowed strip on zither side of sidewalk. These mowed strips ;hall be maintained at a five (5) inch height. Cit} contact shall coordinate with vendor as to mowinw_ schedule. • iti9ovyiru, and trimminu, around trees must be done with Caution as to avoid ally damage to tree trunk. • Vendor must immediately notif\ C'it\ contact of any debris removal issues identified durnw, mo%%ijw services which obstruct vendor'. ability to perform required right of wad mowing_ services. • All areas serviced shall he free ofanv refitted debris 1011owinu Services • Replacement of dead or dv ing landscape materials and. or turf will be at City expense unless caused by vendor ne,liuence. • Not all identified Right of \bay areas are maintained by the City. Some areas may he maintained by Fli)A, homeowner or business owner City will coordinate \yith vendor on required sell ices I'or these areas • IJrideveloped properties that are on the R(-A' streets and roads should also he 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. lando%\ner is then required to maintain property Fliese areas will then be removed from the contract and pricing adjusted acctrrdiw lv Cite of `;outhlake RFP2010135411MC200011 fate 8 of' 26 5choul property, parks. and city facilities should nut he included in your ROW costs. These costs are already incorporated into the individual area costs except t'Or school property which is not included in this proposal. Ilorne owners are required to maintain their owii right of vvav except Mien thev are prevented because of ditch or public easement such as Dove Road hctvveelt kVhae Chapel and C arroll A\ enue. In this Case vendor shell he responsible for these areas. These areas are srihlect to change and shall he coordinated with awarded %endor liar increase or reduction in contract pricing as required. Code Enforcement Abatements: These rnowin,, sen ices shall consist of the kl)Iluwinu: Vendor must he able to pertorm Code Compliance nu,rving for the city and be available to sere ice an area «ithin 481irs (_ husines, day s) of notice from the cite. This rvpe of Rough -Cut mowing will include nh,%\ins. line trimming and ed,!inu, of am areas as needed which exceed a heia:ht of 1' inches or is overl-Mmn unto a public side%%alk. walking, path or street. 'When serti ices are completed. all public sidewalk. walking path. or street must be clear of thatch and debris. Visible thatch left on L=rasp areas is not required to he bagged or remu%ed. Determination of area to be serviced will he at the Code Officers discretion. All listed services are to be included in hourly rate. Brusly "oo Mowing: these mo\N m2 sen ices .hall consist of the !:Atom iri_': • All v isib►e debris picked up prior to rnovv iris! • Vendor shall nut movv when area is too rr et to prey ent Curt' damage or create ruts • I f sen ice: cannot be performed due to rain or ether circumstances. multiple passes may he made at the Citv's discretion and additional cost. • Thatch and clippin�,s may he lets behind • All areas .hall nut exceed a maximum vegetation height of traelve ( 12") inches. l his %� ill include open areas, fence lines. trees. h\ drants. etc... :areas to be identifier! by Girt • Vendor musr inuriediatch noel',, Or\ contact of any debris removal issues identified during brush hog mowing scnices which obstruct vendor's ability to perform required sen ices. • 11 areas sen ices shall he tree of any related debris follo%%in,, mtmina sere ices • Vendor shall immediately notit-, C itv contact of am mowing related issues the-, encounter drain! mow iris sen ices. B. Landscaping Services Vendor sliall pro\ ide all services which include. but are not linuted it,. matenak, equipment and labor required to prrtorm Fkmer and Landscape Reds maintained and Free ofweeds. Am damages caused by vendor to drip irrigation lines �khile vendor is performing :en ices INithin the beds is to he repaired immediately by vendor and at no additional chaff-2C. Provide weed control in all expansion Joints and cracks of %%alkycays. pavers. parking lots. buildings. curbs, fence lines. around walls. manhole structures acid drain inlets required within mowing areas. Color change out ul tlo,wcr hells as reques(ed.'tandard ll,wvcr types. depending on season or time of requested change shall he used 'Spacin, and tv pe of plant City of Snuthlake RF N011 R-540,K-2011g11 Pa'je A of 26 material as directed b� Citx. Flat of plants ,hall be considered eighteen ( 18) 4" pets- Prig should include all required scn ices including. but not limited to, renunal, disposal. tilling. installation. and fertilization of new color. Additional bed prep materials and labor required to rare or recondition beds as required. to be included it) O�crall per plant flat cost. • O\er Seedinli Math perennial Double F'agie or eklimalent R�.egrais in requested areas. Areas Ina\ chanue from %car to \ear due to water restrictions and at C'ih_ discretion. Includes scalping • Replacing dead :areas of -rass b} seeding or sod per Cit} direction • [IN dro-Scedin.rMulchirI_-'Services Anticipated rntnimunl requested service area is One thousand ( IMOO) square feet. (Does not include seed Cost or prey services cast but does include mulch. fertilizer. eater. and installation scn ices). • Replacing dead landscaping \\ ith C'it, approval Vendor .hall inform Citv contact imnaediatel} of identified dead or db ing landscaping,. • Replacement of dead or d\ ing landscape materials and: or turf «ill he at Cif\ expense unless caused b, vendor negli,,ence. • Tree. shrub. and other planting sery ices as requested. • Shrub, ornamental orasses. «round cm ers. alld hedie trinuninu, yen lees as required to maintain desired appearance. Vlav require weekl} trimming in high profile areas. • I ree maintenance is pro% tdcd h♦ another contracted %endor. Vendor shall perform safety related pruning to remo\e small branches overhan,tinu N%alk%%a\N or pedestrian areas which may cause in'ry ju(8' clearance). This cost \%ill he included in landscape or rnomn� co,t,. A separate charge neat not he listed for this incidenud pruning. • Mulch should he no -float shredded hardwood or cedar mulch. Small area mulching will be at the discretion of the contractor. while lamer area mulCIllm2 "Ill need approval from the City 's contact. Special care needs to be given around plant material and a -I"' gap around the tree trunk will need to be maintained within the tree well,. City contact w ill specih depth of the mulch • Vendor shall immediateh notify City contact of an\ landscape or tree related issues identified while performing landscape services Whether it be plant related or insect disease related. recommendations or a plan of action needs to he submitted to Cit, contact. • Pond Maintenance is not required at ,in\ location. Vendor shall be responsible for _rounds maintenance and litter remo%al. up to :raid including_ debris washed up to the shoreline ed,,e I not to exceed 6' into \N aw t of a pond located within aw arded area. Disposal of debris is the � endor's responsibility • Bicentennial Park Pla\ Lround and other hiull traffic areas require special time restrictions when sen ices can be performed See Vendor �k ork f lours Section C;. • free 11 ells sery ice, w ithin Coen Square are Identified as am tree well on it named Greet �4ithin the Town Square perimeter which has been included within other designated areas. See `lap , I t) Estimated amount is four hundred tift�, (450). • Landscape beds ser4 iced within I own Square are Identified as any bed ort a narned street w ithin the Cown Square perimeter which has not been included within other deswrlated areas See ~'lap _I I _ m Estiated arllotln., On t 1e hundred thI1l1 ( 130). • Vendor is responsible to keep work area clean and allow safe ,and unobstructed passage In public areas inCluding. but not limited to. sidek+alks, streets and patlma�,. Vendor ,hall lave area of am project or IUCatlun w here ser,, ices ha\,c been performed in it Clean and safe condition C ity of Southlake - RH201013540-IC'20001 I Pa,-2 10 of 26 Soil Preparation Sen'ices for Hydro-Seeding/Mulching or Sod Services: fhesc sen, tees ;hall include, but not be limited to. 6 Remo,,al of esi,tinu sod to requested depth, normal I\ 1 inches in depth • Adding compost or fresh topsoil as required • Levelint,, ,tail �thich still nary kith slope )r cunlour of around. 4endur ,hall pro\ ide additional topsoil or compost materials required and be responsible for the addition and the conthininu of these materials with existing surtace- • The Cuti mas also request "Licht Gradiiw- set--, ices these services shall he defined as light hand rakin2 to remove ;mall rucks, break up dirt clumps etc l hese liuht ,radinu sen ices :hall be on an a, retlursted hasis. C. Irrigation Services All. irrigators shall comply with Texas administrative Code subsection G, Chapter 344.7I_ Contracts. Any questions related to this .administrative Code should be addressed to Mr. Paul Ward. Chief Building Official, City of Southlake at psvardw ci.southlake.m.us or 817_748-8278. Vendor should perform weekly spot check of irrigation ,\,tems during mmvulg or other ser\ices and notith C'it\ contact of an\ Irrigation related issues found (i.e.. brtlwn spots. dv in�� plant material, washout. ur o�erwatc rfn� c�anditiun. etc ..) Vendor shall be required to operate area Irrigahon ,%sterns as asmuried b\ the C It\ to confirm ,\ stern performance to maintain landscape and.or turf areas. This include; ichedUling \\ithin mandator} eater restrictions. The trequency of these checks is at the discretion of the t,endor. The %endor is responsible to maintain file lariotl, assigned Irrigation ,\,Steno' in proper %%orking order. Failure to confirm irrigation system operations in vendor assigned areas shall he considered vendor neglioence. Assiuned areas shall be coordinated \\ith awarded vendor and currentl\ include ,elect area, of Group I and Group 6. Other areas ma} be as assigned at C its discretion and coordinated %%A zmarded ,endor • Detailed tm_auon audit IN must be submitted. bN email, to the Cit\ contact ithin 24 hour, id ill, ink! irritation arena needing repair or areas of concern. • Detailed list of performed Irrigation repairs shall submitted to Cit\ contact within 48 hours of completion to include. type of repair. hours spent, and supplie,, used. • Monitor rain ,md freeze sensor operation. V'cndur -,hall be responsible for monitoring these senior operations in assigned areas lu ensure correct performance. • Vendor shall provide Cif` wish irrigation schedule in assigned areas and ,hall notih Cat, of am ch-Lu►ges to IrrtLyahon schedule. • I -he Cm nlanaae; man\ of their controllers through a central control s\ stem. Notification ul'an\ changes at the controller is critical to amid any cham�es that contradict each tither. It Is up to the %endor lu inform the City contact of any chan,-,es in vendor assigned areas imntedtatel�. fhe Cit\ ;hall int6rm vendor of any City initiated change; as required. • City ;hall coordinate \+ith vendor any changes ru:chedule of irrigation ltlr Special Event, as required. This may require ,y�tents to be turned oft at the controllers and double checks. and then bleed system prior t�� the event City Contact shall coordinate \\ ith vendor to tuns the system back on and check for any issues after eyelid ., J. • Replacement of dead or d\inu landscape materials and,or turf "ill 1,e at C'It% expense toile:,, CauSed by vendor neghuc[Icc C'itr ol'Southlake RFI12010B-54MIC'200011 Pa,e I I of 26 • Vendor will need to pro% ide "Irrigation \udit in Progress- sign; Mbile pre tiirminLI am y\ork outside ofthe %%aterina restrictions. • Irrigation audits -,hall not he performed on 'Okndays or during peak tinges in high tr profile areas ('it\ contact :hall coordinate these sery ices \\ ith vendor • Cit} maN provide \ endor \\ ith audit firm or use %endoi- Supplied irrigation ,,. stem audit form. as approved b\ Cite, for the \endor to complete and Submit to Cite contact • Replacement parts, i.e brand. Specilicatdons, t\pes shall be pre -approved b% Cite. Tltis include-.. but iS not linuted to. \al\es. controllers. and bends • Irrigation Repairs or vem, Installations consisting of. but not hiltited to: • Spray nozzle replacement • Leaking suppl} pipe repair • Controller repairs or replacements as required • Raisin-, or toy\ ino, sprinkler heads as required or requested • Ney\ Installation or expansion of ,ery ice in existing areas • Sea ice call for repair o► sy steal • System controller programming • Vendor shall immediately notify City contact \ is entail of am identified irrioation repairs detailing repair required and location intilmiatiun. • In \ endor as iianed irriubon areas • Prior appro\ al of 311 minor irrigation repairs is not required. Vendor shall Inform Ot\ contact via email as soon as possible of required repairs. • Mawr Irri�,ati,m repairs texceedin�� tine thousand dollars 'S1.000) Shall be coordinated \\ith Gm contact immediatek [mail or phone contact is required City contact t\ III respond \\ ithin 24 hours or less \y ith appro\ al or denial of major Irrigation repair request. • Emer_ency imitation repairs ;hall he coordinated through Cit'. contact. Emem enc% irrigation repairs are defined to include. but not limited to. main water line break. stuck rake. \\atering during a snoyv or ice event. creation ofan\ public hazard situation. etc . Vendor shall immediately notify Cit\ contact via email and phone of any required emergency irrigation repairs and shut dimn water SupplN. as required. until repairs are aulhorized through City contact. • Replacement pans. i.e brand. Specifications. t\ pe shall he pre -approved b\ Cit\ . Ihis includes. but is not limited to_ \akcs_ controllers. and head,,- D . Fertilizer, Pesticide, and Herbicide Application Services Vendor :,hall. • No productis) containing Glyphosate to he used on any cit♦ property or work heing performed for the cit}. • All fertilizer. pesticide. and Herbicide control applications must comply \\ith Texas Uepannlent of \gricuIttire t l'DA) rules and regulation.. • Single or small lertilizer. pesticide. or herbicide application services may be charued at *A , ReelLICSIVC 11OUrk labor rate. ]'his i�, at the discretion of the Cit1 Applied product cost IS not ntcluded in this rate. • Pruy iLIC k%ritten or entail notice to City contact. for non-emer_enc\ applications. 48 hours prior to an\ application Ifemergenc\ application services are re(uired. \ endor ITILISI coordinate \\ A CIt\ contact prior to appllcatlUll C ity of Southlake RFP211111B5411-IC21111111 I Pwo 12 of 26 • I-aiILire to pr, \ Itle prior appIicatlon informati(n prior to ser\ ices ma\ re,3tilt in %ender non-payment for an\ \\ork pertOrtned. • Vendor shall proside application scr\ice's in progress �Ignage. ninlitiium size 18-1lz24"\\ (sample picture included in Attachment A). indicating area is being treated. Si,nage shall he posted prior to ,tart cif application process and should be left in place until service; are completed. `ender is responsible for all costs associated \\ ith providing this :ignaee. Signage shall he posted at all entrances or areas as determined by the C'its, and coordinated with vendor • Pre -omen ent. llo t-enler_gent_ and fertilizer mixes applied a, required or requested b\ the Cot\ . • Pro\ ide NISI)S sheets for an% products utilized \\ hile prow iding these sen ices. • Chemical application logs per application, location nia\ he requested h\ the city. E. Other Vendor Provided Services Core Aeration. Vendor shall perti)rnl cure aeration on ;elect areas as requested. Plugs ma\ require rerno\al and disposal. as detenllined h\ the C it\ tilachine Verticuttint/[)e-'fhatchink. Vendor shall pertilrin machine verticutting on select areas as requested. All thatch clippings shall he renw\ed and disposed o f. F. Vendor Responsibility • Vendor ;hall report to C it\ contact within ?-t hours. b\ email. am areas which cannot be set-\ iced duain,, a regularl\ scheduled :er\ ice and the reason ror the inahilit\ of \ ender to ,er\ ice area C its \\ ill re\ ie\\ issue and ad\ ise vendor w ithin '-I hours of notification as It) required vendor or C It\ course of action. • Trash, Litter and Debris Removal: Litter shall he collected on each site prior to vendor enlplo\ees conducting nlmwing or landscape services. Litter includes. but is not limited to. paper. glas. , can;. etc. (senerall\ items '_- or larger) All litter collected must be disposed of b\ the sender and is included in all pro\ided ierl'rces. An extra fee ma\ not he charucd fur disposal Debris AICh :is organic plant material. crass clippings. sticks. fallen limbs. etc. must be renlo\ed from the grirunds. parking lots. sidewalks and drain inlets the same da\ of ser\ ices and disposed of b\ the \ endor as required b\ indi\ (dual ser\ ice t\ pe ,cope (it >er1 ices All plant beds :hall be maintained 100 tree of hoer and dQhris ( items larger than grass clippings and mulch). • Vendor shall pro\ide ,Upervisor\ le\cl contact person solo can successfiull\ COmnlniliCatt. with C'it\ contact. to perform weekly or monthl\ walk through of all see, ice areas with C'it\ contact as requested. to identity an\ issues or potential issues and Con inrl contract compliance, this is an included cost of awarded contract An additional fee ma\ not he charged for thi, required walklhrou_gh. • Weekly checklist pros, ided to Cih_ contact detailing all work performed by vendor during the previous \seek. fhis checklist is to be submitted to C'it\ COntaet b\ Tuesday of the \\eek tollo\vinu service. Checklist :hall he prrwided to vendor b\ City 0 Vendor _shall he respon.i1ble for ati\ \,;ndor caused damage to property or landscape. l his \ender reponsibilit\_ nla\ include replacement or repair of damaged propem or Ian&CapC to before damaged Condition • All v ender enlplu\ees while \\orking an City propertN \\ ill wear unifiirms to ser\ c as a means of identiC\ing the \urldor'; employees. t.'nlflrrni are to be clean and in wood condition C it\ of Southlake - RFP20 I QB54(UC2000I I P;t_e I" of _o • Vendor ,hall be considerate of surroundings/people in public area_; during .nty %endor services. II' people are present or trmelin.t tltr0u1h an area being maintained. treated. or otherwise serviced. %endor shall ,top ser% ices and allo%% dwin to pass or Ica\. c area, lietbre rolIIll ing ;orvices, as necessar\ or appropriate. Vender shall report an\ Issues or concel•ns tli this requirement to Cmv, contact a. heeded G. Vendor Work Hours Vendor work hours shad not begin earlier than 7:00 ;\1 l and must complete services b., 8:00 PNI unless otherwise agrced to in \\sting h} the City Some locations shall have more restricts%e mowing and seroce time, (Group I See Belo\%), These locations shall he identified individuall} and hours for ser-, ice shall be coordinated %\ ith %endor. No %cork shall be perfonlled tin \%eekends without prior written appro\al of City. Vendor shall zoordinate schedule of all services with Cit\ contact Group t area mowing schedule: To\\n Flail - Map I - Completed b} 9am Rustin Park -flap ' - Completed b\ yam Famil% Park - :\lap 3 - Completed b\ yam BIC' Park Pla\around Area -flap 1; - Inside Fence in Pla%-,round (lI be completed b\ gam The Mary Front Entrance; - Map Its Front Entrances ONLY at Le__end; Hall and Champion Club to be completed b\ 9am Tennis Center - flap I' - Completed b\ 8:;t)ant H. Invoicing and Billing Vendor must submit detailed in%oicina, to Accounts Pa%able. Inwice should list in detail the location(,). services performed. and date sen ices performed. The C'it\ ;hall prmode vendor ith a monthk checklist (sir services to be performed and to reconcile for billing purposes. All orieinal in%oices must he suhntitled it) City of Southlake Attn: Accounts Payable 1400 Hain Street, Suite 421) Southlake, Texas 76092 Or via c-mail to accountsna%able!a ci.suuthlake.ts.us A cup} of the invoice ;could be additionally submitted to Ot\ contact to allow department to <<rifv anal appro%e imoiOng. Vendor percentage off manufacturer list price for product. I'his bid table item is delined as manufacturers list price ininua an} discount the %endor is pa;sinu, alorw, to the (_ it_y No discount _ U°n. Cit} of Southlake R111201013.541M '20001 1 Pane 14 of 26 1. Vendor Equipment Vendor's equipment shall be clean and maintained in proper operating condition at all tinter. All imards and safety- devices shall be in place and in proper working order. Vendor must submit with their Proposal a list of all available equipment. This list_ at a minimum, should include equipment description. model number. age. and number of available units. Vendor shall identih on this list the equipment the\ anticipate using during the performance of this contract. Vendor shall be required to drop off equipment and move: transport vehicles to another location in certain service areas. These areas will be as identified by City'. Transport vehicles are not to be left in retail areas except for drop off and pick up of required equipment. Vehicles are to park towards the back of a parking lot away from the front spaces at any location. Vendor may coordinate with City contact special parking accommodations for equipment and materials drop off. Blocking of handicap spaces is prohibited. J. Miscellaneous Medians The City has multiple medians located throughout the City. Vendor shall be responsible for the mowing (as required), landscaping, and irrigation systems of these medians. These areas may require various methods of mowing services. Vendor shall provide all required advance notice, equipment, and manpower to comply with all TOOT rules regarding lane closures and safety equipment, signage. and lights. K. Additional Areas or Services as Required The City. as part of normal gro%th. adds additional and ntav remove areas to be seer iced on an annual basis. Additional areas shall be added to the contract using a contract amendment and shall be based on established current contract pricing. If no current equivalent contract price is available or appropriate. City and vendor shall work.to establish pricing of additional areas. L. Aerial Views and Photos The City has provided aerial views and photos. as available, of all areas to he serviced anti is attached as 'Attachment A'. ((laps may have additional details regarding sere ice areas. Vendor is responsible to confirm areas to receive mowing and landscape services prior to submitting their Proposal. Most of the areas to be serviced are accessible by the public and do not require vendor to be accompanied to review. Secure areas, such as DPS Headquarters. DPS West and DPS North will require City staff to accompany proposer to view sections_ The City has included detailed photos foreach ofthese areas and dues not anticipate providing a special viewing. If an in -person viewing is requested. please email Tint Slifka at tslitlta+ci,ti,southl:tke.tr.us The City may schedule a day and time when interested vendors ntav review these locations. This date and time may be scheduled at the discretion of the City, . City (if Southlake - UP201OH-540.1C200011 Page 15 of _B CITY OF SOUTHLAKE FY 2024 PURCHASING AUTHORIZATION FORM Date: 11/15/23 Department: Parks Request Type: New Contract Contract Renewal V( Spend Authorization Description Of Request: Contract renewal for O'Donnell's Landscape Service LLC„ dba Yellowstone Landscape. This is the 3rd renewal for this contract and vendor has requested the allowed 1 % increase in contract rates. Your signature approves the increase request and this renewal. Funds are budgeted for these services through the FY2024 General Fund, Strategic Initiative Fund, and SPDC Fund (SPDC funds set for SPDC Board approval in January 2024). This contract provides landscape services throughout the City. This completed checklist and required materials must be included with your request for City Manager Approval to be considered. If materials are determined to be inadequate, they will not be accepted and will be returned to the submitting department. Yes No • Item ❑ ❑ Requested item included on Attachment A approved September 19, 2023, as part of Resolution 23-022 El ❑ All bidding requirements have been met and required documentation included (i.e., RFP, RFB, RFQ documents, Sole Source Letter, Cooperative Summary, Exemption Memo, etc) ❑ ElDescription matches information found in backup documents (e.g., contract amounts, budget information, etc.) ❑ ❑ a Legal Review Completed El El attached materials demonstrate how proposed expenditures are within budget, or clear) justify the variance and the Finance department has been consulted. ❑ ❑ Form 1295 Required (Form Will Be Requested By Finance) ReceiYI-r-7 is-zozs ment Director 1/V Ij wry Manager anager L kBudget\Purchasing Authorization SPDC Sales Tax Report SOUTHLAKE PARKS DEVELOPMENT CORPORATION 1/2% SALES TAX REPORT 2024 Collected Budget Balance Budget to Date Balance Percent $ 10,747,650 $ 9,800,284 947 366 -8.81% FISCAL FISCAL FISCAL YEAR % Inc YEAR % Inc YEAR % Inc MONTH 2O22 -Dec 2023 -Dec 2024 -Dec October $ 821,929 24.15% $ 924,613 12.49% $ 835,266 -9.66% November $ 841,928 52.37% $ 923,897 9.74% $ 866,767 -6.18% December $ 1,251,441 27.52% $ 1,277,303 2.07% $ 1,214,389 -4.93% January $ 816,278 27.56% $ 784,281 -3.92% $ 837,048 6.73% February $ 707,532 41.95% $ 731,863 3.44% $ 743,261 1.56% March $ 1,006,221 14.31% $ 935,411 -7.04% $ 947,364 1.28% April $ 873,307 16.55% $ 870,350 -0.34% $ 891,194 2.39% May $ 879,169 36.64% $ 889,340 1.16% $ 846,135 -4.86% June $ 913,290 -30.68% $ 926,941 1.49% $ 905,383 -2.33% July $ 818,878 10.92% $ 825,615 0.82% $ 842,150 2.00% August $ 845,223 16.22% $ 1,333,769 57.80% $ 871,326 -34.67% September $ 835,797 -2.78% $ 1,002,789 19.98% $ - -100.00% $ 10,610,994 $ 11,426,173 TOTAL $ 9,800,284 Three Year Revenue Comparison by Month $1,600,000 $1,400,000 $1,200,000 $1,000,000 $800,000 — $600,000 — $400,0001 r $200,000 — met pec p¢c atJ a�a tr 10 aJ :Fp �J�a �yti sec �` � �oJe� o¢`eR ,ao° ¢�c� `Sa Poi �e� Q 41, i FISCAL YEAR 2022 FISCAL YEAR 2023 ■ FISCAL YEAR 2024 Amended Actual Budget Actual Estimated (budget-est.) % 2023 2024 2024 2024 Difference Change MONTH October $ 924,613 $ 835,000 $ 835,266 $ 835,266 $ 266 0.04% November $ 923,897 $ 865,000 $ 866,767 $ 866,767 $ 1,767 0.32% December $ 1,277,303 $ 1,212,500 $ 1,214,389 $ 1,214,389 $ 1,889 0.19% January $ 784,281 $ 835,000 $ 837,048 $ 837,048 $ 2,048 0.32% February $ 731,863 $ 740,000 $ 743,261 $ 743,261 $ 3,261 0.66% March $ 935,411 $ 945,000 $ 947,364 $ 947,364 $ 2,364 0.28% April $ 870,350 $ 890,000 $ 891,194 $ 891,194 $ 1,194 0.16% May $ 889,340 $ 845,000 $ 846,135 $ 846,135 $ 1,135 0.18% June $ 926,941 $ 905,000 $ 905,383 $ 905,383 $ 383 0.05% July $ 825,615 $ 840,150 $ 842,150 $ 842,150 $ 2,000 0.36% August $ 1,333,769 $ 890,000 $ 871,326 $ 871,326 $ (18,674) -2.95% September $ 1,002,789 $ 945,000 $ - $ 945,000 $ - 0.00% $ 11,426,173 1 $ 10,747,650 1 $ 10,745,284 1 $ (2,366) TOTALI 1 $ 9,800,284 -0.03%