Item 4F4F - 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
Approve the option to extend the current contract with Dyna-
SUBJECT:
Mist Irrigation Company as the primarycontract for landscape
services for Group 1 in the amount not to exceed $120,000 and
as the alternate contract award for Group 2, 3, and 6 for
landscape services
________________________________________________________________
Action Requested:
Approve extension of contract with Dyna-Mist Irrigation
Company as the primary contract for landscape services for
Group 1 in the amount not to exceed $120,000 and as the
alternate contract award for Group 2, 3, and 6 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 include mowing, edging,
fertilization, seasonal color, bed mulch, clean-up, irrigation,
tree,turf, shrub, ground cover, trash pick-up, etc.
Maintenance of City right-of ways includetrash pick-up,
mowing, and trimming.
In March 2011, a contract was awarded to Dyna-Mist
Irrigation Company 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.
Dyna-Mist Irrigation Company 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 eightbiddersforGroup 1, Town Square area, ofwhich
Dyna-Mist Irrigation Companyscored the highest. We are
4F - 2
Shana Yelverton, City Manager
City Council Meeting Date – December 6, 2011
Page 2 of 2
asking theCity Councilto award primary and alternate
contractsto ensure continuation of all landscaping services.
Group 1 consists of mowing and landscape services for
Town Square.Pleasesee submitted bid sheetsdetailing
Group 1 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 Dyna-Mist Irrigation
Company as the primary contract for landscape services for
Group 1 in the amount not to exceed $120,000 and as the
alternate contract award for Group 2, 3, and 6 for landscape
services for 2012.
4F - 3
October 19, 2011
Dyna-Mist Irrigation Co.
2808 Capital St.
Wylie, Texas 75098
Attn: Mr. Randy Plumlee
Subject: Option to Extend Notification for RFB1101B540MR110004 Landscape Services for City of Southlake
Dear Mr. Plumlee,
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
have indicated your company will not be requesting an increase at this 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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