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Item 4F Support Information• November 22, 2011 Facility Solutions Group 10212 Metric Blvd. Austin, Texas 78758 Attn: Mr. Jim Beckett Subject: Option to Extend Notification RFPI007B460CC110020 WAYFINDING SIGN SYSTEM FABRICATION AND INSTALLATION Dear: Mr. Beckett: The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting from your RFP1107B460CC110020 Wayfinding Sign System Fabrication and Installation, copy included for Fiscal Year 2012. 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. You have indicated your company will not be requesting a price increase at this renewal. Therefore, all pricing and terms and conditions of the original agreement shall remain in effect during this renewal. 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 and is eligible for up to three (3) more one (1) year annual renewals. City Contact: KEN BAKER 817- 748 -8067 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 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka(a ci.southlake.tx.us Phone / Fax: 817.748.8312 / 817.748.8048 Renewal Approved John Terrell Mayor, City of Southlake Date 1400 Main Street, Suite 440 Southlake, Texas 76092 SOU HIE OFFICIAL RECORD January 5, 2011 Facility Solutions Group 10212 Metric Blvd 10 Austin, Texas 78758 ATTN: Jim Beckett Subject: RFP1007B46OCC100020 WAYFINDING SIGN SYSTEM FABRICATION AND INSTALLATION Dear Mr. Beckett: The City of Southlake is pleased to inform you that Facility Solutions Group of Austin, Texas is the awarded vendor for "RFP1007B46OCC100020 WAYFINDING SIGN SYSTEM FABRICATION AND INSTALLATION" The award and this agreement are based on your submitted proposal to the City, copy enclosed. This is a single vendor award contract. Your company's award is attached. The terms and conditions proposed and accepted in this agreement are as follows: Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing the awarded items exclusively during the term of the contract from the successful vendors. Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: Vendor Delivery or City employee pick -up. Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award City Contact: CLAYTON COMSTOCK 817 - 748 -8269 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: 817.748.8312 1 817.748.8048 Contract and Award A epte . Signed - ana Yelverton, City Manager DATE: C!`"1/ Cc: Originator File (2 copies) 1400 Main Street, Suite 440 Southlake, Texas 76092 A / /!rW EV 4 1`o1• ■ AVVE FACiLiTy SOLUTIONS GROUP lighting > electrical > energy technology > signs Januay 6,. 2011 Clayton Comstock City of Southlake 1400 Main St. Suite #300 Southlake, Texas 76092 Re: Wayf nding Sign System Fabrication and Installation RFP#:RFPI007B460CC100020 Clay ton. We understand that the 90-day window for Southlake to be awarded has passed. FSG will extend the terms of the RFP Response including prices for 60 -days. Pricing shall stand as is If you have any question feel free to call us Sincerely, James P. 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