Item 4HCITY OF
SOUTH LAKE
MEMORANDUM
March 23, 2010
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
SUBJECT: Approve renewal of and amendment to contracts with
TruGreen LandCare for landscape maintenance services in the
amount of $145,865.26
Action Requested: Approve renewal of and amendment to contracts with
TruGreen LandCare for landscape maintenance services in
the amount of $145,865.26.
Background
Information: The FY 2009 -2010 Parks Division General Fund Budget
contains a line item amount of $259,240 contract mowing
and landscape maintenance of Southlake city facilities.
Maintenance items include mowing, edging, fertilization,
seasonal color, bed mulch, clean -up, irrigation, and tree,
shrub, and groundcover maintenance. Maintenance of City
right -of ways includes trash pick -up, mowing, and trimming.
TruGreen LandCare was awarded the landscape
maintenance contract for City facilities in March of 2006, at
which time staff reviewed their references and visited three
sites they maintain. There were three bidders, of which
TruGreen LandCare presented the low bid in the amount of
$35,618.52. A change order to the contract was approved in
May 2006 to include maintenance of the Public Works
facility, resulting in a total contract amount of $38,973.13.
TruGreen was awarded the right -of -way mowing in April of
2006 when the previous contract expired. TruGreen's price
of $51,990.66 was the lowest of the three qualified bidders.
TruGreen was awarded a contract for mowing of City Park
properties in February 2008. TruGreen's price of $46,466
was the lowest of five qualified bidders.
Additions and deletions to the service areas have resulted in
the following changes to the contract amounts:
4H -1
Shana Yelverton, City Manager
City Council Meeting Date —April 6, 2010
Page 2 of 4
Contract
2009
2010
+/-
Facilities
$ 38,973
$ 39,923
+$ 950
ROW
$ 51,990
$ 59,222
+$7,232
Parks
46,466
46,719
+ 253
TOTAL
$137,429
$145,865
+$8,436
Please see attached spreadsheet detailing additions and
changes to service areas.
TruGreen LandCare has expressed a desire to renew all
contracts and indicated that they would not be requesting
any increase in the base contract amounts ($137,429) other
than the additions and deletions for the upcoming year
($8,436). The City Council previously renewed the City
Facilities and Right of Way contracts with TruGreen for FY
2009,
Financial
Considerations: $259,240 is allocated in the FY 2010 General Fund
Operating Budget for contract landscape services.
Strategic Link: This item 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 Provide
Attractive and Unique Spaces for Enjoyment of Personal
Interests, Improve Performance of Delivery and Operational
Processes, and Invest to Provide and Maintain High Quality
Public Assets.
Citizen Input/
Board Review: N/A
Legal Review: The agreement was previously reviewed by the City
Attorney.
Alternatives: Alternatives Include:
• Approval as presented
• Approval with input as desired
• Decision not to approve
4H -
Shana Yelverton, City Manager
City Council Meeting Date —April 6, 2010
Page 3 of 4
Supporting
Documents: Supporting documents include the following:
• Copy of the renewal letters (3) with TruGreen LandCare
• Spreadsheet detailing additions and changes to service
areas
• Copies of change orders for 3 contracts
Staff
Recommendation: Approve renewal of and amendment to contracts with
TruGreen LandCare for landscape maintenance services in
the amount of $145,865.26.
4H
Shana Yelverton, City Manager
City Council Meeting Date — April 6, 2010
Page 4 of 4
Summary of Changes for 2010:
Trugreen Contract Additions and deletions
renewed 2009 added
City facilites $ 38,973,00 $ 950.88 Safety town
ROW $ 51,994.66 $
376.96
N Carroll lift st
$
485.28
L Dove lift st
$
434.72
Shady Ln lift st
$
1,874.56
Bank St lift st
$
148.16
Gateway lift st
$
366,56
Highland 1 W chapel
$
90.72
W Chapel lift st
$
15712
Bob Jones lift st
$
653.12
Loch {Meadow lift st
$
90.72
Quail Run lift st
$
1,735.04
Harbor Ct tralhead
$
858.72
lot @ Pine / W chapel
$
7,231,68
Contract bid $ 46,466.40 $
2,361.00
Florence tower
$
2,818,48
Royal & Annie
$
3.913,56
Sheltonwood mowing
$
9,093.04
total $ 137,429.66
deleted 2044 total
$ 39,923.88
$ 59,222.341
$(8,840.00) SSC $ 46,719.041
146,866.2E
4H -4
November 10, 2009
TruGreen LandCare
2550 Berner Street
Fort Worth, Texas 76111
ATTN: Amanda Clay
Subject: Option to Extend Notification RFB 01 -06 /DR RIGHT OF WAY MOWING AND LANDSCAPE
MAINTENANCE SERVICES AT VARIOUS LOCATIONS
Dear: Ms. Clay:
The City of Southlake is providing notification they intend to extend the contract, pending City Council approval,
resulting from your RFB 01- 06/DR, copy included for Fiscal Year 2009 -2010. This extension shall become effective
after City Council approval (CC Award date and shall continue in full force based on the terms and
conditions of the initial award. Additionally as a condition of contract renewal a price adjustment may be requested by
the vendor and considered by the City. In support of a price adjustment, vendor may submit documentation as to the need
of the price adjustment. Requests for 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. Please complete and submit attached pricing schedule, if requesting an increase,
by January 4, 2010.
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
`Perm of Contract:
Shall be effective for twelve months from date of renewal
City Contact:
Julie Dove 817 -748 -8026
Send all billing to:
City of Southlake
1.400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092
Other Charges:
The City of Southlake is a tax exempt municipal corporation and is exempt from all federal,
state, and local sales taxes.
All other specifications,
terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response
to this agreement will be accepted unless approved in writing by the Purchasing Manager
or an authorized representative
of the City of Southlake.
Thank you for participating in our procurement process. Please call 817.748.8312 with any questions
Sincerely,
Tim Slifka
Purchasing Manager, City of Southlake
1400 Main Street, Suite 440 Renewal Approved Date
Southlake, Texas 76092 John Terrell
tslifka ci.southlake.tx.us Mayor, City of Southlake
Phone / Fax: 817.748.8312 / 817.748.8048
Cc: Julie Dove
File (2 copies)
1400 Main Street, Suite 440 Southlake, Texas 76092
November 10, 2009
TruGreen LandCare
2550 Berner Street
Fort Worth, Texas 76111
ATTN: Harold Hackney
Subject: Option to Extend Notificatiori .RF1308018540JI3800008 "PROVIDE LANDSCAPE SERVICES FOR
CITY OF SOUTHLAKE PROPERTIES"
Dear : Mr. Hackney:
The City of Southlake is providing notification they intend to extend the contract, pending City Council approval,
resulting from your RFBO80IB540JD800008 "PROVIDE LANDSCAPE SERVICES FOR CITY OF SOUTHLAKE
PROPERTIES ", copy included for Fiscal Year 2010. This extension shall become effective after City Council approval
(CC Award date ) and shall continue in full force based on the terms and conditions of the initial award.
Additionally as a condition of contract renewal a price adjustment may be requested by the vendor and considered by the
City. In support of a price adjustment, vendor may submit documentation as to the need of the price adjustment. Requests
for 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. Please complete and submit attached pricing schedule, if requesting an increase, by January 31, 2010.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms:
Net 30 days (Unless otherwise noted — such as pre - and/or partial payment)
Method of Payment:
Shall be made by purchasing card or purchase order.
Delivery Terms:
FOB Destination
Delivery Locations:
IF STATED IN RFB DOCUMENT
Term of Contract:
Shall be effective for twelve months from date of renewal
City Contact:
Julie Dove 817 - 748 -8026
Send all billing to:
City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092
Other Charges:
The City of Southlake is a tax exempt municipal corporation and. is exempt from all federal,
state, and local sales taxes.
All other specifications,
terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response
to this agreement will be accepted unless approved in writing by the Purchasing Manager
or an authorized representative
of the City of Southlake.
Thank you for participating in our procurement process. Please call 817.748.8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager, City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifka@ci.southlake.tx.us
Phone 1 Fax: 817.748.83121817.748.8048
File (2 copies)
Renewal Approved
John Terrell
Mayor, City of Southlake
Date
J400 Main Street, Suite 440 Southlake, Texas 76092
November 10, 2009
TruGreen LandCare
2550 Berner Street
Fort Worth, Texas 76111
ATTN: Amanda Clay
Subject: Option to Extend Notification RFB 01 -06/DR RIGHT OF WAY MOWING AND LANDSCAPE
MAINTENANCE SERVICES AT VARIOUS LOCATIONS
Dear: Ms. Clay:
The City of Southlake is providing notification they intend to extend the contract, pending City Council approval,
resulting from your RFB 01- 06 /DR, copy included for Fiscal Year 2009 -2010. This extension shall become effective
after City Council approval (CC Award date ) and shall continue in full force based on the terms and
conditions of the initial award. Additionally as a condition of contract renewal a price adjustment may be requested by
the vendor and considered by the City. In support of a price adjustment, vendor may submit documentation as to the need
of the price adjustment. Requests for 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. Please complete and submit attached pricing schedule, if requesting an increase,
by January 4, 2010.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Payment Terms:
Net 30 days (Unless otherwise noted — such as pre- and/or partial payment)
Method of Payment:
Shall be made by purchasing card or purchase order.
Delivery Terms:
FOB Destination
Delivery Locations:
IF STATED IN RFB DOCUMENT
Term of Contract:
Shall be effective for twelve months from date of renewal
City Contact:
Julie Dove 817- 748 -8026
Send all billing to:
City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092
Other Charges:
The City of Southlake is a tax exempt municipal corporation and is exempt from all federal,
state, and local sales taxes.
All other specifications,
terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response
to this agreement will be accepted unless approved in writing by the Purchasing Manager
or an authorized representative
of the City of Southlake.
Thank you for participating in our procurement process. Please call 817.748.8312 with any questions.
Sincerely,
Tim Slifka
Purchasing Manager, City of Southlake
1400 Main Street, Suite 440 Renewal Approved Date
Southlake, Texas 76092 John Terrell
tslifka ci.southlake.tx.us Mayor, City of Southlake
Phone/Fax: 817.748.8312/817.74&8048
Cc: Julie Dove
File (2 copies)
1400 Main Street, Suite 440 Southlake, Texas 76092