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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