Item 4E4E - 1
M E M O R A N D U M
November 29, 2011
TO: Shana Yelverton, City Manager
FROM:Chris Tribble, Director of Community Services
Approvethe option to extend the current contract with
SUBJECT:
O’Donnell’s Landscape Services as the primary contract for
landscapemaintenance services for Groups 2,3,4,6 and 7in
the amount not to exceed $275,000and as the alternate
contract award for Group 1and 5 for landscape services
________________________________________________________________
Action Requested:
Approve extension of contract O’Donnell’s Landscape
Services as the primary contract for landscape services for
Groups 2,3,4,6 and 7 in the amount not to exceed $275,000
and as the alternatecontract award for Group 1 and 5 for
landscape services for 2012.
.
Background
Information:
The FY 2011-2012Parks Division General Fund Budget
contains a line item amount of $590,000for contract
landscape services. Services includetrash pick-up, mowing,
edging, fertilization, seasonal color, bed mulch, clean-up,
irrigation, tree,turf, shrub, groundcover, etc. Maintenance of
City medians, ROW, and roundaboutsincludetrash pick-up,
mowing, and trimming.
In March 2011, a contract was awarded to O’Donnell’s
Landscape Services for the term of April 7, 2011 through
December 31, 2011 with the provision that the contract was
eligible to be renewed up to four (4), one (1) year annual
renewals beginning on January 1, 2012.
O’Donnell’s Landscape Services has confirmed their price
will remain the same as the previous contract amount; no
price increase is requested.
The original contract entered into in March 2011 was
evaluated by a committee consisting of four staff members
that reviewed all submitted bids and scored them based on
the overall cost, ability to perform, equipment listings,
required licenses, references, and past performance. There
were seven bidders forGroup 2, six bidders for Group 3,
seven bidders for Group 4, eight bidders for Group 6, and
five bidders for Group 7, of which O’Donnell’s Landscape
4E - 2
Shana Yelverton, City Manager
City Council Meeting Date – December 6, 2011
Page 2 of 2
Services scored the highest. We are asking the City Council
to award primary and alternate contracts to ensure
continuation of all landscaping services.
Group 2, 3, 4, 6 and 7consists of mowing and landscape
services for park areas, right of ways, and round abouts.
Please see submitted bid sheetsdetailing Group 2, 3, 4, 6
and 7 service areas.
Financial
Considerations:
$590,000is allocated in the FY 2012 General Fund
Operating Budget forcontract landscape services.
Strategic Link:
This item is linked to the City’s Strategy Map related to the
focus areaof Performance Management and Service
Delivery and meets the corporate objectives to Provide
Attractive and Unique Spaces for Enjoyment of Personal
Interests, Improve Performance ofDelivery and Operational
Processes, andInvest 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:
Approval as presented
Approval with input as desired
Decision not to approve
Supporting
Documents:
Supporting documents include the following:
Contract
Staff
Recommendation:
Approve extension of contract with O’Donnell’s Landscape
Services as the primary contract for landscape services for
Groups 2,3,4,6and 7 in the amount not to exceed $275,000
and as the alternatecontract award for Group 1 and 5 for
landscape servicesfor 2012.
4E - 3
October 19, 2011
O’Donnell’s Landscape Svcs. Inc.
PO Box 96072
Southlake, Texas 76092
Attn: Mr. Scott O’Donnell
Subject: Option to Extend Notification for RFB1101B540MR110004 Landscape Services for City of Southlake
Dear Mr. O’Donnell,
The City of Southlake is providing notification they intend to extend the contract, pending City Council approval,
resulting from your RFB1101B540MR110004 Landscape Services for City of Southlake, copy included for Fiscal Year
2012. This extension shall become effective January 1, 2012 and 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. You
indicated in your original submitted bid document your company would not be requesting an increase at this first renewal
and as such, all pricing, terms and conditions of the original contract shall remain in effect.
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: MIKE REASONER 817-748-8603
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, CPPB __________________________ __________
City of Southlake Renewal Approved Date
1400 Main Street, Suite 440 John Terrell
Southlake, Texas 76092 Mayor, City of Southlake
tslifka@ci.southlake.tx.us
Phone / Fax: 817.748.8312 / 817.748.8048
1400 Main Street, Suite 440 Southlake, Texas 76092
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