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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 4E - 4 4E - 5 4E - 6 4E - 7 4E - 8 4E - 9 4E - 10 4E - 11 4E - 12 4E - 13 4E - 14 4E - 15 4E - 16 4E - 17 4E - 18 4E - 19 4E - 20 4E - 21 4E - 22 4E - 23 4E - 24 4E - 25 4E - 26 4E - 27 4E - 28 4E - 29 4E - 30 4E - 31 4E - 32 4E - 33 4E - 34 4E - 35 4E - 36 4E - 37 4E - 38 4E - 39 4E - 40 4E - 41 4E - 42 4E - 43 4E - 44 4E - 45 4E - 46 4E - 47 4E - 48 4E - 49 4E - 50 4E - 51 4E - 52 4E - 53 4E - 54 4E - 55 4E - 56 4E - 57 4E - 58 4E - 59 4E - 60 4E - 61 4E - 62 4E - 63 4E - 64 4E - 65 4E - 66