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Item 4FCITY OF SOUTHLAKE MEMORANDUM February 10, 2010 To: Shana Yelverton, City Manager From: Sharen Jackson, Director of Finance Timothy Slifka, Purchasing Manager Subject: Authorize award of contract for City of Southlake Tree Services to Alpine Tree Service Action Requested: Background Information: Authorization to award contract for citywide tree services to Alpine Tree Service. In December 2009, Southlake released a Request for Bid (RFB) as the lead agency for a multiple City bid for citywide tree services. Currently Southlake is utilizing multiple vendors through interlocal agreements depending on the service required. This request for bid combined all City of Southlake tree related services into one package and tree service programs for the City of North Richland Hills and the Town of Flower Mound. Southlake received seven responsive bids including: ♦ Alpine Tree Service ♦ Elite Tree Service ♦ Freehling Tree Service ♦ Northeast Service Inc. DBA Horton Tree Service ♦ Preservation... A Tree Service ♦ Qualitiscape Services Inc ♦ Shawnee Mission Tree Service DBA Arbor MastersTree Service The submitted bids were evaluated by an eight person panel consisting of four staff members from the City of Southlake, two members from the City of North Richland Hills and two members from the Town of Flower Mound as follows: From Southlake: ♦ Parks Manager ♦ Parks Supervisor ♦ Landscape Administrator ♦ Purchasing Manager From City of North Richland Hills: ♦ Landscape Horticulturalist ♦ Purchasing Manager From the Town of Flower Mound ♦ Parks Superintendent ♦ Purchasing Agent The evaluation panel completed 6 scoring sheets per the following guidelines: ♦ Vendor long term cost to the City including all fees (20% weighting). ♦ Vendor references (30% weighting). ♦ Vendor ability to perform all requested services (20% weighting). ♦ Vendor available equipment (30% weighting).This evaluation factor was broken into two groups: • Age and condition • Available equipment to provide services The panel scoring revealed Alpine Tree Service as the "Best Value" vendor for this contract award. The recommendation is based on the following evaluation factors: ♦ Alpine Tree Service costs ranked midrange of all vendors for overall cost. ♦ Alpine Tree Service scored highest in vendor references and staff experience. ♦ Alpine Tree Service tied with two other vendors in the ability to perform all requested service types. ♦ Alpine scored highest in availability of equipment to perform all services due to age and condition of the equipment. Financial Considerations: Costs for City of Southlake tree services are funded through budgeted department maintenance accounts. Strategic Link: Providing multiple City tree services links to multiple areas of the City's Strategy Map including: ♦ B1 — Implement and share best practices across all departments. ♦ B2 — Collaborate with select partners to implement service solutions. ♦ B3 — Pursue innovative service delivery options. ♦ B4 — Provide high quality customer service. ♦ C3 — Provide attractive and unique spaces for enjoyment of personal interests. ♦ L5 — Actively promote opportunities for partnerships and volunteer involvement (individual and group). Citizen Input/ Board Review: None Legal Review: Request for Bid document Attorney reviewed for form. Alternatives: Reject award recommendation and re -bid services. Supporting Documents: Submitted bid documents. Staff Recommendation: Authorize the award of contract to Alpine Tree Service for citywide tree services. EVALUATION MATRIX Alpine Tree Service 69.34 80.000 Horton Tree Service 63.34 73.078 Arbor Masters Tree Service 57.84 66.732 Elite Tree Service 44.50 51.341 Freehling 58.17 67.113 Preservation A Tree Service 62.84 72.501 Qualitiscaoe Services 31.84 36.735 Fill in solicitation number here JRFB # 091OB200TS900039 EVALUATION SCORES: This portion of the matrix is used to determine evaluation points based on the the evaluation of the responses received. Highest evaluation score receives maximum number of points. Fields in red are variable. All others are computed. Points to be awarded: 80 ( "$EVALPOINT ) Raw Points Enter Offeror Name Below Evaluation Received Raw Evaluation 69.34 PRICES: This portion of the matrix is used to determine evaluation points based on the lowest a Lowest and best price receives maximum points. Points to be awarded: 20 Alpine Tree Service $7,379A7 W 15.715 Horton Tree Service $7,724.79 15.334 Arbor Masters Tree Service $18,097.50 3.871 Elite Tree Service 4 1 $3,502.46 20.000 Freehling $6,499.85 16.688 Preservation A Tree Service $4,651.22 18.730 Qualitiscape Services $8,165.11 14.847 su Lowest Price ir $3,502.46 [$LOWOFFER] uinh -+ Grin It IR n07 SA I4QirwnxxFr7 FINAL SCORE: This portion of the worksheet is used to determine the award based on evaluation points and price points. POINTS Offeror Evaluation Price Total RECOMMENDATION Alpine Tree Service 80.000 15.715 95.715 Recommend Award Horton Tree Service 73.078 15.334 88.411 Arbor Masters Tree Service 66.732 3.871 70.603 Elite Tree Service 51.341 20.000 71.341 Freehling 67.113 16.688 83.800 Preservation A Tree Service 72.501 18.730 91.231 Qualitiscape Services 36.735 14.847 51.582 Page 1 ALPINE 1900 Brumlow Avenue Southlake, Texas 76092 817- 656 -8733 office — 817- 421 -6863 fax alpinetmeservice @att.net Fable of Contents 1.) Appendix B -Bid Document (pgs 8 -17) 2.) Equipment List (pg 1a) 3.) Outline of Services and Capabilities (pg 1b) 4.) Bidders Experience and Staff (pg lc) 5.) Additional Notes (pg 1d) Appendix B — Bid Document Submittal Checklist: (To determine validity of bid) al V Appendix B (pages _8_ through _17J must be included in the bid submittal. Z Appendix C (page _17J Conflict of Interest Form must be included in the bid submittal. RF B Number . 091OB200TS PROVIDE TREE SERVICES FOR CITY OF Project Title:.- SOUTHLAKE Submittal 3:00 P.M.(CST), FRIDAY, JANUARY 8, 2010 ' Deadline: City Secretary's Office Submit to J. 1400 Main Street, Suite 270 Southlake, TX 76092 817 748-8016 Bidder: Information: Bidder's Le al Name: I r R S�-f k/; C_ Cr Address•..' (� IS !i►l'� +�1p/ g- Ci State `& Zi - 7 09 a Federal Employers Identification Number # Phone Number, Fax Number — 9 733 O «- - 6 96 3 E -Mail Address: Ertl i flrL - eft? d S'e ( ✓; C ¢� OT /I e--r Bidder Authorization I the undersigned, have the authority to execute this Bid in its ent as submitted and enter into a contract on behalf of the Bidder. Printed Name and Position of Authorized . PW sentative:.` Nor t au�f f Signature of Authorized Representative: , t � Signed this _ (dayYof a (mo nth), ® D ° (year) , I learned of this Request for Bids by the following means: ❑ Newspaper Advertisement ❑ Southlake Website ❑ Mailed Me a Copy 9 City E -mail Notification ❑ Cold Call to City ❑ Other City of So uthlake - 091OB200TS900039 - Page 8 of 19 r � Appendix B — Bid Document (continued) 1. REQUIRED BID INFORMATION IN ORDER FOR A BID TO BE CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, BIDDER MUST SUBMITALL OF THE FOLLOWING INFORMATION: 1. Proposed Products and /or Services A. Product or Service Description Bidders should utilize this section to describe the technical aspects, capabilities, features and options of the service or 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 Bidders 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. Material Safety Data Sheets „(MSDS) If applicable, the successful Bidder shall provide the City with applicable MSDS documentation as required by applicable laws and regulations. D. Guarantees and Warranties Each Bidder shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Bidder with the Bid submitted. E. Project Schedule /Deliveay Date Bidder must provide a project schedule noting all projected completion dates for segments of the Project, from start -up to completion, and all delivery dates for goods covered by the RFB. - The Bid Document must show the number of days required to deIiver and install the product or equipment after the receipt of the City's Purchase Order. 2. Cost of Proposed Products and /or Services A. Pricing Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit. B. Schedule of Pricing Bidder 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: Item#' ' Descri taon`ofProclucts /Sez'uaces `> Rate 1. Pruning Services Tree Pruning Services with a Two (2) Man Crew and Equipment er Sco e of Services $ /hour Tree Pruning Services with a Three (3) Man Crew and Equipment er Scope of Services $ S 6 .� /hour Tree Pruning Services with a Four (4) Man Crew S;:_ and Equipment Sco e of Services $ 6. /hour 2. Right-of-Way Clearance Roadway Right of Way Clearing Per Scope of Services $ . man/hour 3. Tree Removal Services 2 man crew (1) tree climber — (1) ground man '°� $ /hour 3 man crew (2) tree climber — (1) ground man f $ 0 /hour Other Crew configuration. Please list. _ -4A 6reiJ Tfee L jr' err �02� alfa�nnd X11 r� �`7• $ /hour City of Southlake - 0910B200TS900039 - Page 9 of 19 4. Stump Grindin Stump Grinding to Include All Stumps Regardless of Diameter Per Scope of Services It o $ �a /inch 5. Certified Arborist Cost per hour for Certified Arborist to perform or supervise work as required or requested per Scope of Services >NoG r3� P .+Qerdx $ �!n� per hr. 6. Fertilization and Pesticide Application Fertilization — soil injection / foliar $ /inch $ /sq.ft $ /gallon Pesticide Application — soil injection / foliar $ /i /inch $ /sq.ft $ � 7. Travel Charge All vendor travel charges should be included in hourly rates listed above. If they are not please list travel charge per mile, $ @e- er mile after miles 8. Other Vendor Fees Other Vendor Fees as Required. Please Describe. CO5"r a-� oL Cer-t i`A A rb" a $ k6 t i b n. cI ruo - ' h $ /_"�.P'Y.fi: �('��+t'i i ;' a<1 �o e�tl '�k5 ^ecdl:¢ol_" W irk <e r✓ f W QfP ¢pk an Ad212C-;S1 i1 �uc�;lo-jsl $ _�- 3. Bidder's Experience 1 Staff wa,q rv,W S; ,'CdS 4 VLOtAr 0r M0r2l . W.T" A. Project Team Identify all members of the Bidder's team (including both team members and management) who will be providing any services proposed and include information which details their experience. B. Removal or Replacement of Staff If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project. C. Business Establishment State the number of years the Bidder's business has been established and operating. If Bidder'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: H and the number of emplo ees: �� . Number of International Society of Arboriculture Certified Arborists on staff: �. City ofSouthlake - 091OB200TS900039 - Page 10 of 19 D. Project Related Experience All Bids must include detailed information that details the Bidder's experience and expertise in providing the requested services that demonstrates the Bidder's ability to logically plan and complete the requested project. 4. References Bidder shall provide three (3) references where Bidder has performed similar to or the same types of services as described herein. Reference #1: Client I Company Name: /t i fi o iI� fik asks r Contact Name: r Cr N Contact Title: o f e- PH: `�"� 6 � 1 0 EM: Date and Scope of Work Provided: �f Ws,. tiavG pmv(Ae.A rt S�rvi`et-s o*� Var"044s fiyPe-�s on /1 wne�,ks p ro j��ts vier rt�u- as'r ec�rr, r - Tier re4vuv 4r -r, 11 Ztdi ,' , ST1^ Reference 2: J J Client /Company Name: C� � C-'l /-5�11 MCJp 11 - L Contact Name: Contact Title: J o c — 4 l PH: aZ � 0 9 'i EM: r o C k • C . Col Lev O IL Date and Scope of Work Provided: p 14 2..nti W e- k" , Pr V . At dL Tr -ee-. 7rtc rt "-u i ro- 1 .gr 5y- "I M. .t�r - a n n vmera►-s ?ro i e- cart - r A ft Reference 0' Client / Company Name: , II �1 rdV. 4Q •Q I Mb Contact Name: '+ n M&C C ontact Title: Dat and ( Scope of Work Provided: R W e- &Vt- tprw v 1 - rrCd- 'Md m,"; n3 , 1 ree, (Y�VaI f rr^m(I'ronk Dft 1 �k/►'lelbl�S • GG r * FT�5 D DU (as'r - 7 upArs. V. 145 r 5. Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information: This bid _ (does) K (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. 6. Federal, State and /or Local Identification Information A. Centralized Master Bidders List registration number: B. Prime contractor HUB / MWBE registration number: C. An individual Bidder acting as a sole proprietor mast also enter the Bidder's Social Security Number: # - 9r, tnT +lS 44-C I City ofSouthlake - 091OB200TS900039 - Page 11 of 19 7. 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 RFB from the successful Bidder. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity's debts. Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFB specifications. Prior to other governmental entities placing orders, the City will notify the successful Bidder of their intent. Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. [)(] Yes, Others can purchase; [ ] No, Only the City can purchase. S. Term of Contract and Option to Extend: Any contract resulting from this RFB 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 A. Option Clause It is agreed that City will have the option to extend the contract for up to four (4) additional years, in one -year intervals. To exercise this option, the City shall serve notice 30 days prior to contract termination or to the end of any one -year extension. The Option to Extend will not be considered if funding is unavailable or if the contractor's past performance is not within the industry standard. B. Escalation Clause Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractor's cost, not profits. Vendors shall show in this quote their anticipated percent of escalation if/when the option to extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed will be a factor in determining the best value to the City. It is the average price over the period of the contract that will be the price factor considered in the evaluation of this quote. Quotes in which negative or no escalation is shown will be considered as 0% escalation. C. Price Increases Upon Extension If approved by the City, the Contractor shall modify the rates charged by the Contractor to reflect any changes shown in the comparative statement delivered to the City. The maximum increase allowed under this provision shall be four percent (4 %) per year. The City shall have authority, in its reasonable discretion, to determine the validity of any change in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. FIRST ADDITIONAL YEAR (FY10 -11) ESCALATION .............................. % SECOND ADDITIONAL YEAR (FYI 1-12) ESCALATION ........................... % THIRD ADDITIONAL YEAR (FY12 -13) ESCALATION ............................ % FOURTH ADDITIONAL YEAR (FY13 -14) ESCALATION ........................... % W111 6 asad eti -' (PLc� f `l7�1 has c�nswr,�r f�i c,� 1na��c b t,- n.o'r -ro excaew(- V /A an ene, y #-4o�,r , 3 City of Southlake - 091OB200TS900039 - Page 12 of 19 II. CONTRACT TERMS AND CONDITIONS EXCEPT WHERE BIDDER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED BID, ANY CONTRACT RESULTING FROM THIS RFB WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH BIDDER HEREBY AKNOWLEDGES, AND TO WHICH BIDDER AGREES BY SUBMITTING A BID: 1. Delivery of Products and /or Services A. Payment Terms Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City are Net 30 days upon receipt of invoice. B. Warranty of Products and Services All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Bid, 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 Bidder 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 Bidder, who agrees to pay such costs within ten days of invoice. D. FOB_ (delivery charges) All products offered shall be FOB final destination, with all delivery charges to be prepaid by the Bidder. The City does not accept C.O.D. or collect shipments. The contract price shall include all charges, including delivery, installation and set -up fees. All packing, crating, or other debris resulting from the delivery or set -up of the commodity purchased shall be removed and properly disposed by the successful Bidder at no additional cost to the City. E. Excess or Incorrect Commodities Products or materials delivered in error or in excess of the quantity ordered shall be returned at the successful Bidder's expense, unless otherwise agreed to in writing by the City. F. Title to Goods and Risk of Loss For goods to be provided by Bidders hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system, and determined that it is in good and acceptable working order. 2. Miscellaneous A. Independent Contractor Bidder agrees that Bidder and Bidder's employees and agents have no employer- employee relationship with City. Bidder agrees that if Bidder is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. B. Assignments The rights and duties awarded the successful Bidder shall not be assigned to another without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner of liability in the event of default by the assignee. C. Liens Bidder 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 Bidder or Bidder'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 1 Bribes Bidder certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or its agent or representative, to any City officer, City of Southlake - 091 OB200TS900039 - Page 13 of 19 employee or elected representative, with respect to this RFB 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 Bidder certifies that it has not received compensation from the City to participate in preparing the specifications or RFB on which the Bid is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. F. Required Licenses Bidder 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 Bid and Enter Contract The person signing on behalf of Bidder certifies that the signer has authority to submit the Bid on behalf of the Bidder and to bind the Bidder to any resulting contract. H. Compliance with Applicable Law Bidder agrees that the contract will be subject to, and Bidder will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations. 3. Financial Responsibility Provisions A. Insurance The Bidder, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require- i. Worker's Compensation and Employer's Liability insurance, including All States Endorsement, to the extent required by federal law and complying with the laws of the State of Texas; ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations /Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and 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. Indemnification Bidder 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 Bidder or any agent, employee, subcontractor, or supplier of Bidder in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. The Bidder agrees to protect and indemnify the City, all of its officers, Council members, agents and employees, from all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of any alleged infringement of patents or copyrights arising from the Contractor's performance under the Contractor's Bid, including attorneys' fees and court costs. C. Indemnity for Intellectual Pro e : Bidder hereby warrants that the use or sale of the products, materials and services delivered hereunder will not infringe on the rights of any trade secrets, patent, copyright, registered trademark, or other intellectual property by right covering such materials and the successful Bidder agrees to indemnify and hold harmless the City for any and all costs, expenses, judgments, and damages which the City may have to pay or incur. City ofSouthlake - 091OB200TS900039 - Page 14 of 19 Appendix C — Form CIQ INFORM TION REG , UWflVG VENDOR CONFLICT OFINTCREST QUCSTIONNAMRE WHO: A person must file a conflict of interest questionnaire with the City if the porson has a employment or business relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve month period, or air officer or a member of the officer's family has accepted gifts with an aggregate value of more than $250 during the previous twelve month period and the person engages in any of the following actions: 1. contracts or socks to contact for the sale or purchase of property, goods, or services with the City, including any of the following: U. written and implied contracts, utility purchases, purchase orders, credit card purchases mid any purchase of goods and services by the City; b. contracts for the purchase or sale of real property, personal property including an auction ofproperty; C. tax abatement and economic development agreements; 2. submits a bid to sell goods or services, or responds to a request for proposal for services; 3. enters into negotiations with the City for a contract; or 4. applies for a tax abatement and/or economic development incentive that will result in a contract with the City. THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY: I. Mayor and City Council Members; 2. City Manager; 3. Board and Commission members appointed by the Mayor or City Council members; 4. Directors of 4A and 4D development corporations; 5. the executive directors or managers of 4A and 413 development corporations; and 6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City. EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government officer was a political contribution, a gift to a member of the officer's family from a fancily member; a contract or purchase of less thatt $2,500 or a transaction at a price and subject W. 1Soutliluku lMi%ecltanunislCii®pter k76.Att80hntentCJQ.492606.d0e Iap i of3 City of Southlake - 091OB200T5900039 - Page 15 of 19 to terms available to the public; a payment for food, lodging, transportation or cntcrtaimnent; or a transaction subject to rate or fee regulation by a governmental entity or agency. WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a "conflict of interest questionnaire" {FORM CIQ} which is available online at www.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 than seven days after the date the person or business begins contract discussions or negotiations with the municipality, or submits an application, responds to a request for proposals or bids, correspondence, or other writing related to a potential contract or agreement with the City; and 2. an updated questionnaire within seven days alter the date of an event that would make a filed questionnaire incomplete or inaccurate. It does not matter if the submittal of a bid or proposal results in a contract. The statute requires a vendor to file a FORM CIQ at the time a proposal is submitted or negotiations commence. WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department. The Finance Department is required bylaw to post the statemen6• on the City's interact website. ENFORCEMENT: Failure to file a questionnaire is a class c misdemeanor punishable by a fine not to exceed $500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business days after the person received notice of a violation. NOTE: The City does not have a duty to ensure that a person files a conflict of interest questionnaire. W: 1S "uthlukt'AM]cceiianeouAChupipr 176.Amuhmunt L' Q.0926GS,dou rage 2 of 3 City of South lake - 091OB200TS900039 - Page 16 of 19 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity Th6 queotfonnaire r~* CIMIR a made to Vie low ey H.ti, 1491, 60:11 Ley.. Regular 6cavlom OFFICEUSEONLY This questionnaire isbeing filed in accordance with Chaptel Local Government Code outReeolnd bya person whohssa business relationship as defined try Section 176.0010 -a) witia local governmental ary % underSectinn176.006(a ). Bylawthbcluestionnvike must be Red with the recor administrator of the localgcrrernmental enlity not laterthan the 7th business day after the d tetheperson 6eromesaware ofiacla thaimquirethestaiamonitobeflod. SoeSection 76.006, Local Government Code. A person commits an offense if the person kno 'ngiy violates Section 176.006. Local GovemmentCode.Annffen undarthfssection' a Cl ass Cmisdemeanor. 1 Name of Pelson who ties buslnessrelodons with local governmental entity, z ❑ Check1h1sb0xlfy 0refiltnparlup to to a Previously ptedquestionnaire. (The le quires hat you file an pdated c sled questionnaire will the appropriate filing authority oat later n e 7th slness day aft the dale e o Inally flied que- 311mriake becomes inrornplela or inaccurete.) 3 Name of iota OY men officer Wirt omnlarh emp yment or business relationship, Na of 0111 r 'fills section m 3 L u still rrs A. @, C ) be cornplated for each olfrcer Wit whom We 16er has an employmant o otter s rota nship as de, acct n 179.061 {1 -01, Local Government Code. Attach adpluosal pa;lcs to ih)a CIO oe A. Is the local government officer arced in nits n mmlvin or tkely to roceivu taxable income, ntharthan lnveststent Income, from the Mar 01 tie quo ollnaka4 F7 Yon A10 B. Is the ffler of the questionn a receiving or likely to receive raxasle I 'lame, other man Invasfinent Intone, from or attho direction of the local gaYgn ant offer named In this Section AND the taxable Income Is not tecalvad trom the local governmental enlily4 0 Yes . r-j No C. Is the tiler of this qu ationrlalre employed by a corporatlon or other business entity with respect to which 00 local government officer awes as an otricer or dlroctw. or holds an ownwshlp of t0 percent of mwa9 0 Y Q loo 13. DrrWt)e each emllloyrnent or business relationship with the coral government officer nameo in this sectiorh_ 4 Signature of pawn Using bu9haea WIN the govazmh t anthy DAG er 1 oola4,0V20r.'V our W: 1Ru ulhlakvNIscelhureous Y-Uptcr176.Atcath cniCIQ.092608.dpc fags 3 of 3 City of Southlake - 091 OB200TS900039 - Page 17 of 19 ALPINE 1900 Brumlow Avenue Southlake, Texas 76092 817 -656 -8733 office — 817- 421 -6863 fax alpinetreeservice@att.net Equipment List Quantity Item 5 Tree "Service" Chipper Trucks 0 1- 2009 Peterbilt Model 335 0 3 - 2005 International 4300 0 1 - 2004 International 4300 6 18" Capacity Morbark Wood Chippers (All chippers include rear mounted winches.) 0 3 - 2005 Morbark Hurricane, 213 HP, 18" Capacity • 2 - 2005 Morbark 2400XL, 200 HP, 18" Capacity • 1- 2004 Morbark 2400XL, 200 HP, 18" Capacity 1 2006 Izuzu Spray Truck 0 1- Multi - purpose 4 -tank configuration (1 -400 gallon, 1 -VO gallon, 2 -50 gallon capacity tanks) 2 Rayco Stump Grinders 0 1 - 2007 Rayco Stump Grinder RG 1635,35 HP 0 1- 2005 Rayco Stump Grinder RG 1631, 31 HP 2 Stump Grinding Trucks 1- 2004 GMC Sierra 2500 0 1- 2002 GMC Sierra 2500 1 Trailer 0 6X12 Enclosed Stump Grinder Trailer 3 Arborists Trucks 0 1- 2007 GMC Sierra 1500 0 1- 2006 GMC Sierra 1500 0 1- 2005 GMC Sierra 1500 Page 1a of 1a 40 �T R E E S E R V I C E ALPINE 1900 Brumlow Avenue Southlake, Texas 76092 817 -656 -8733 office 817- 421 -6863 fax alpinetreeservice®att.net Outline of Services and Capabilities Alpine Tree Service provides professional services of tree pruning, tree removal, brush chipping, stump grinding, consultation, fertilization and insect /disease control. We have 3 Certified Arborists on staff and strictly adhere to ANSI A300 Pruning Standards and ANSI Z133.1 Safety Standards. Our service employees are thoroughly trained in these areas and consistently adhere to the aforementioned textbook standards. Page 1b of 1b 40 TREE SERVICE ALPINE 1900 Brumlow Avenue SouthIake, Texas 76092 817 - 656 -8733 office — 817- 421 -6863 fax alpinetreeservice ®att.net Bidders Experience and Staff Alpine Tree Service has been in business since 1996 and has maintained an excellent reputation by providing our services with the highest regard to quality, safety, and overall professionalism. We employ 3 Certified Arborists /Estimators: Derek Neubauer (owner) of 14 years, Jeremy Patterson of 9 years, and David Kutac of almost 4 years. Each Arborist has maintained their CEU's as required and attended many additional training /educational opportunities beyond what is required by ISA. We employee 5 crew leaders varying in tenure from a minimum of 5 years, to our most senior crew leader of 11 years. Each of these crew leaders have participated in numerous hours of classroom and field training and adhere strictly to ANSI A300 and ANSI Z133.1 Standards. We also employ 8 other crew members, all whom have been employed at least 2 years and operate as climbers and groundsmen as scope of work requires. We have 2 people currently handling administration in our office. Page 1c of 1c ALPINE 1900 Brumlow Avenue Southlake, Texas 76092. 817 -656 -8733 office — 817 -421 -6863 fax alpinetreeservice ®att.net Additional Notes 1.) If for any reason the City of Southlake feels there are any deficiencies in our insurance or any other requirements, we will promptly remedy those concerns to meet the desired requirements before any work is commenced. 2.) On pg 10 of bid document regarding "travel charge," the City of Southlake will not be charged travel charges, but interlocal cities will have one way of travel included in each of their jobs as billable time. Page 1d of 1d Burr rsax rxsv CER'I'IFICr4T E SUCH INSURANCE AS RESPECTS THE INTEREST OF THE CERTIFICATE HOLDER NAMED BELOW WILL NOT BE CANCELED OR OTHERWISE TERMINATED WITHOUT GIVING 90 DAYS PRIOR WRITTEN NOTICE TO THE CERTIFICATE HOLDER, BUT IN NO EVENT SHALL THIS CERTIFICATE BE VALID MORE THAN 30 DAYS FROM THE DATE WRITTEN. THIS CERTIFICATE OF INSURANCE DOES NOT CHANGE THE COVERAGE PROVIDED BY ANY POLICY DESCRIBED BELOW. This certifies that: 0 STATE FARM MUTUAL AUTOMOBILE INSURANCE COMPANY of Bloomington, Illinois ❑ STATE FARM FIRE AND CASUALTY COMPANY of Bloomington, Illinois ❑ STATE FARM COUNTY MUTUAL INSURANCE COMPANY OF TEXAS of Dallas, Texas ❑ STATE FARM INDEMNITY COMPANY of Bloomington, Illinois, or ❑ STATE FARM GUARANTY INSURANCE COMPANY of Bloomington, Illinois has coverage in force for the following Named Insured as Shown below: NAMED INSURED: ALPINE TREE SERVICE, INC ADDRESS OF NAMED INSURED: P 0 BOX 94403, SOUTHLAKE, TX 76092 -0143 POLICY NUMBER 067 9616- k'17 -43E EFFECTIVE DATE OF POLICY 06/17/09 TO 05/17/10 DESCRIPTION OF ALL VEHICLES ON VEHICLE (including VIN) FLEET POLICY 067 SEE ATTACHED FOR 9616- F17 -43E LIST OF VEHICLES LIA BILITY COVERAGE ® YES ❑ No ❑ YES ❑ NO ❑ YES ❑ NO LIMITS OF LIABILITY ❑YES ❑ NO a. Bodily injury Each Accident b. Property Damage c_ Bodily Injury & Property Damage Single Limit tacn Accident 1 PHYSICAL DAMAGE ❑ YES COVERAGES a Com rehensive $ ❑ YES b. Collision EMPLOYERS NON - OWNED Deductible cAR LIABILITY COVERAGE $ HIRED CAR LIABILITY COVERAGC FLEET - COVERAGE FOR $ ALL OWNEDAND LICENSED ❑ NO MOTOR V EHICLES ®YES CITN OF SOUTfifA E 1400 MAIN STREET SOUTHIAKE, TX 76092 ❑ NO ❑ YES ❑ NO ❑ YES ❑ NO ❑ YES ❑ NO Deductible ❑ NO $ ❑ YES Deductible ❑ NO $ ❑ YES Deductible ❑ NO $ ❑ YES Deductible Deductible $ Deductible $ Deductible $ ❑ NO Deductible ❑ NO ❑ YES ❑ NO ❑ YES ❑ NO ❑ YES ❑ NO ❑ NO ❑ YES ❑ NO El YES ❑ NO El YES ❑ NO El NO ❑ YE5 ❑ NO El YES ❑ NO JE3:YES ❑ / NO tvame and Address ofAnel KXAL MCADA AGENCY STATE FARM INSURANCE 8501 BOAT CLUB RD FORT WORTH, TX 76179 617-- 236 --8781 INTERNAL STATE FARM USE ONLY; © Request permanent Certificate of Insurance For Liability coverage. 122429.3 Rev. 07.213-20[)S © Request Certificate Haider to be added as an Additional Insured. Applicators are required to keep certificates of completion for 12 months fallowing renewal of a license. 4 TAC §7.24(s) Regulations and statutory provisions governing pesticide applicator licensees and their use of pesticides may be found in Chapter 7, Title 4, of the Texas Administrative Code and Chapter 76 of the Texas Agriculture Code, respectively. TDA's web site provides convenient links to these laws. Failure to comply with these laws, including misuse of any pesticide, may result in revocation, suspension, modification, or probation of your license and/or assessment of monetary adlninistrative penalties. If you have questions regarding your license, please contact our Austin headquarters toll free at (877) LTC -AGRI (877 -542- 2474), or visit our web site at www.tda.state.tx.us. For the hearing impaired, you may call Relay Texas (800) 735 -2988 (voice) or (800) 735 -2989 (TDD) or visit our web site. TDA Categories: 1. Agricultural Pest Control A. Field Crop Pest Control B. Fruit, But and Vegetable Pest Control C. Weed & Brush Control m pasture and rangeland D. Predatory Animal Control E. Farm Storage Pest Control and Fumigation. F_ Animal Pest Control G. Citrus Pest Control H. Livestock Protection Collar I. M-44 2. Forest Pest Control 3. Ornamental Plant and Turf control A. Plant Pest & Weed Control B. Greenhouse Pest Control 4. Seed Treatments 5. Right -of -way Pest Control 6. Aquatic Pest Control A. Aquatic Plant and Animal Pest Control B. Anti - fouling Paint 7. Demonstration and Research 8. Regulatory Pest Control 9. Aerial Application 10. Chemigation TEXAS DEPARTMENT OF AGRICULTURE P.O. Box 12847 Austin, TX COMMERCIAL PESTICIDE APPLICATOR LICENSE . x TDA Client No: 00355527 Effective Date:08/2212009 License No. 0461670 Date Expires: 08/22/2010 DAVID KUTAC 8509 LAYNA CT NORTH FIICHLAND HILLS TX 76180 Categories: 3A T113IS IS YOUR LICENSE. CAREFULLY TRIM AWAY EXCESS MARGINS AND DISPLAY AT ALL TIMES. TEXAS DEPARTMENT OF AGRICULTURE TODD STAPLES, COMMISSIONER *n r P. O. BOX 12847 AUSTIN, TX 78711 -2847 (877) LIC AGRI (877-542-2474) For the hearing impaired. (800) 735 -2989 TDD (804) 735 -2988 VOICE www.tda.state.tx.us COMMERCIAL PESTICIDE APPLICATOR LICENSE This is to cerrity that the person whose name appears below has met the requirements of Texas Agriculture Code Chapter 76, relating to application of restricted -use or state - limited -use pesticides or regulated herbicides. This license is issued for purchase and application of restricted -use or state- limited -use pesticides or regulated herbicides to be used according to label directions consistent with the use categories listed below. DAVID K11TAC 8509 LAYNA CT NORTH RICHLAND HILLS TX 76180 TDA Client No. 00355527 TDA License No. 0461670 Effective Date: August 22, 2009 Expiration Date: August 22, 2010 CATEGORIES: 3A I 1 N o cv = o M o >= p 7s TEXAS DEPARTMENT OF AGRICULTURE OF R� TODD STAPLES, COMMISSIONER k VOC P. O. BOX 12847 AUSTIN, TX 78711-2847 (877) LIC -AGRI (877-542-2474) y y For the hearing impaired: (800) 735 -2989 TDD (800) 735 -2988 VOICE www.tda.state.tx.us �TEXL��� NURSERYIFLORAL CERTIFICATE OF REGISTRATION This is to certify that the person listed below is licensed to sell nursery/floral products at the indicated location in accordance with Texas Agriculture Code Chapter 71. ALPINE TREE SERVICE INC 4015 RUFE SNOW DR NORTH RICHLAND HILLS TX 79180 CERTIFICATE NO: 0461621 Effective Date: August 31, 2009 Client Name: ALPINE TREE SERVICE INC TDA Client No: 00355492 CER11FICATETYPE: NURSERY FLORAL CLASS 1 Expiration Date: August 31, 2010 MUST BE POSTED IN A CONSPICUOUS LOCATION THIS CERTIFICATE IS NON - TRANSFERABLE SIS January 8, 2010 EVIDENCE OF COVERAGE This is to certify that the policy designated below by number and providing, subject to the terms, conditions, limitations and exclusions thereof, the kind of insurance set forth below has been issued by Fidelity Security Life Insurance Company, and is in force as of this date. The insurance afforded. is only with respect to such kinds of insurance as is indicated by expiration date and policy number. This is not a policy of workers' compensation insurance. The employer does not become a subscriber to the workers' compensation system by purchasing the policy, and if the employer is a non- subscriber, the employer loses certain common -law defenses to suit as well as certain limitations on liability that would otherwise be available under the workers' compensation laws. The employer must comply with the workers` compensation law as it pertains to non- subscribers and the required notifications that must be filed and posted. This evidence of coverage neither affirmatively nor negatively amends, extends or alters the coverage afforded by the Policy or Policies numbered below. Name of Polievh Alpine Tree Service, Inc. P.O. Box 94403 Southlake, Texas 76092 Effective Date April 26, 2009 Kind of Insurance Eliaible POLICY TERM IS SUBJECT TO PREMIUM PAYMENTS Poiiev NumlxLr BT200 B0215258 Expiration Date: April 26, 2010 Twenty Four Hour Accident Protection, While on the Job Only. All active employees of the Policyholder, including owners and contract labor. B nefitDesc ' tion: Combined Single Limit Maximum Amount Benefits Deductible Elimination Period Benefit Period Maximum_Urnit $300,000.00 Accidental Death & Dismemberment with Loss of Use, Weekly Accident Indemnity, Primary Accident Medical Expense $500.00 7 days 52 weeks THIS POLICY PROVIDES COVERAGE WHILE PERFORMING DUTIES FOR THE CERTIFICATEHOLDER In the event this coverage is canceled or materially altered, the Company will endeavor to notify the Certificateholder. However, failure to notify shall not affect the terms of the contract or coverage. Certificateholder: City of Southlake 1400 Main Stroet Southlake, Texas 76092 A PHOTOCOPY SHALL BE AS VALID AS THE ORIGINAL Special Insurance Services, Inc. 6509 Windcrest Dr., Suite 200 • Plano, Texas 75024 - Phone 972.788 -0699 • Fax 972 -960 -0377