Item 4ECITY OF
SOUTHLAKE
MEMORANDUM
June 13, 2012
TO: Shana Yelverton, City Manager
FROM: Kari Happold, Deputy Director of Community Services
Item 4E - 1
SUBJECT: Approve increase to current contract with O'Donnell's
Landscape Services in the amount of $68,750 for additional
landscape services
Action Requested: Approve increase to current contract with O'Donnell's
Landscape Services in the amount of $68,750 for additional
landscape services that have been added to the original
contract that City Council awarded on December 6, 2011.
Background
Information: This is a request for City Council to consider an increase for
additional landscape services to be provided by O'Donnell's
Landscape Services in the amount of $68,750. The original
contract, approved by Council in December 2011 totaled
$275,000 for services that include trash pick -up, mowing,
edging, fertilization, seasonal color, bed mulch, clean -up,
irrigation, tree, turf, shrub, ground cover, maintenance of City
medians, ROW, and roundabouts.
After the contract was renewed, staff requested that
O'Donnell's perform additional landscaping services for
Bicentennial Park, North Park and additional medians and
right of ways beyond the scope of the original services
contract. Therefore an adjustment to the contract price in the
amount of $68,750 for 2012 is requested at this time.
If approved, the total contract amount for landscape services
with O'Donnell's Landscape Services will be $343,750.
Financial
Considerations: $590,000 is allocated in the FY 2012 General Fund
Operating Budget for contract landscape services. This
increase and the amount of the City's other landscape
service contracts remain within budget.
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
City Council Meeting Date — June 19, 2012
Page 2 of 2
Item 4E - 2
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:
• Approval as presented
• Approval with input as desired
• Decision not to approve
Supporting
Documents: Supporting documents include the following:
• Amendment #1
• Amendment #2
• Amendment #3
Staff
Recommendation: Approve increase to current contract with O'Donnell's
Landscape Services in the amount of $68,750 for additional
landscape services.
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
AMENDMENT #1 Item 4E -3
September 22, 2011
O'Donnell's Landscape Svcs. Inc.
PO Box 96072
Southlake, Texas 76092
Attn: Mr. Scott O'Donnell
Subject: RFBIOI IB54ODKI00027 Provide Landscape Services for City of Southlake
Dear Mr. O'Donnell:
The City of Southlake's request forbid number RFB I Ol IB54ODKI00027 Provide Landscape Services
for City of Southlake contract requests the following:
Add O'Donnell's Landscape is responsible for additional irrigation systems located at;
a. DPS West
b. Senior Citizens Center
c. Kimball Medians South of FM 1709 to Crooked Lane, as required
d. Four (4) Round -a -bouts
e. Two (2) Portals
2. Add additional irrigation system reviews at sixty five dollars ($65.00) per occurrence for the
following locations;
a. Stone Lakes located at 1431 '/z Dartmouth
b. Public Works
c. Noble Oaks Park located at 900 S. Carroll
d. East Haven Park located at 1100 Haven Circle
e. Royal and Annie Smith Park
These reviews will be a onetime service request prior to O'Donnell's Landscape assuming
responsibility of irrigation and landscaping at these locations. O'Donnell's Landscape will then
assume responsibility for maintaining turf, landscape beds and irrigation in accordance with the
scope of services as define in the current contract. Any future reviews will be at O'Donnell's
discretion and expense to maintain a properly working irrigation system to support plants and turf
per the original contract terms and conditions. Future City requested reviews shall be charged to
the City at the per occurrence rate.
Add Right of Way (ROW) services for the following locations;
a. Union Church ROW from Pearson to Davis Blvd., seventy two dollars ($72.00) per
occurrence.
b. South Kimball Median ROW located at South of Hwy 114 and North of FM 1709 Fifty
two dollars ($52.00) per occurrence.
c. Hwy 114 - TX DOT areas - Provide weed whip and additional "as requested" services as
determined by City at a rate of twenty six dollars ($26.00) per man hour price. These
services shall be added to the invoice as a separate item.
Provide landscape services at a rate of twenty six dollars ($26.00) per occurrence for the
following locations;
AMENDMENT #1 Item 4E -4
a. Noble Oaks Park located at 900 S. Carroll
b. Koality Park located at 1725 W. Continental Blvd.
5. Add Phase II of Bicentennial Park pricing for Area One and Area Two.
a. Area One - Finish cut services per original scope of services in the amount of one
thousand one hundred eighty three dollars ($1,183.00) per occurrence.
b. Area Two - Semi rough cut services per original scope of services in the amount of five
hundred ninety eight dollars ($598.00) per occurrence. This price may decrease once all
temporary irrigation lines and wires are removed.
6. No other changes are requested.
'SkWA' avopk-'
Sharen Jacks n
Director of Finance, City of Southlake
BY SIGNING THE AMENDMENT, VENDOR IS ACKNOWLEDGING AND AGREEING TO THE
ADDITIONS MADE TO THE TERMS AND CONDITIONS AS STATED IN THE EXISTING
CONTRACT. VENDOR MUST ACKNOWLEDGE RECEIPT OF THIS AMENDMENT BY SIGNING
BOTH COPIES AND RETURNING ONE SIGNED ORIGINAL AMENDMENT TO THE ADDRESS
BELOW.
City of Southlake
Finance department
1400 Main Street, Suite 440
Southlake, Texas 76092
Attn: Tim Slifka
SIGNED:
PRINTED NAME: - S e -6.t� GcSa s%
TITLE:
COMPANY NAME: �+„ r. l L s • �.� S4s `L-
DATED: Z q 1
Thank you for your immediate attention to this amendment for this contract. 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 @ci.southlake.tx.us
Phone / Fax: 817 - 748 - 83121817- 748 -8048
AMENDMENT #2
Item 4E -5
TV CX
SOUTHLAKE
November 14,2011
O'Donnell's Landscape Svcs. Inc.
PO Box 96072
Southlake, Texas 76092
Attn: Mr. Scott O'Donnell
Subject: RFB1Ol1B54ODKI00027 Provide Landscape Services for City of Soutblake
Dear Mr. O'Donnell:
The City of Southlake's request for bid number RFB 101 IB54ODKI00027 Provide Landscape Services
for City of Southlake contract requests the following:
1. Add Right of Way (ROW) services for the following locations;
a. Lilac Lane ROW located at 150 - 240 East Lilac Lane, fifty dollars ($50.00) per
occurrence.
b. Primrose Lane ROW located at 1000 - 1100 East Primrose Lane, sixty two dollars
($62.00) per occurrence.
2. No other changes are requested.
Sharen Jack n
Director of Finance, City of Southlake
BY SIGNING THE AMENDMENT, VENDOR IS ACKNOWLEDGING AND AGREEING TO THE
ADDITIONS MADE TO THE TERMS AND CONDITIONS AS STATED IN THE EXISTING
CONTRACT. VENDOR MUST ACKNOWLEDGE RECEIPT OF THIS AMENDMENT BY SIGNING
BOTH COPIES AND RETURNING ONE SIGNED ORIGINAL AMENDMENT TO THE ADDRESS
BELOW.
City of Southlake
Finance department
1400 Main Street, Suite 440
Southlake, Texas 76092
Attn: Tim Slifka, CPPB
SIGNED: "--
PRINTED NAME:
TITLE:
COMPANY NAME:
DATED:
AMENDMENT #2
Item 4E - 6
Thank you for your immediate attention to this amendment for this contract. 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 @ci.southlake.tx.us
Phone / Fax: 817- 748 - 8312 / 817- 748 -8048
AMENDMENT #3
SOUTHLAKE
0
February 10, 2012
Mr. Scott O'Donnell
O'Don nell's Landscape Svcs. Inc.
PO Box 96072
Southlake. Texas 76492
Subject: RFB1101B740MR110004 Provide Landscape Services for City- of Southlake
Dear Mr. O'Donnell:
The City of Southlake's request for bid number RFB1101B5401yiRl 10004 Provide Landscape Services
for City of Southlake contract requests the following:
Add the following service areas;
a. Right of Way (ROW) ano - wing rough cut North and South sides of 1200 East Kirkwood
Blvd. to 1400 East Kirkwood Blvd.. two hundred two dollars and fifty cents ($202.54)
per occurrence.
b. Mow /Landscape Services on Northwest corner and all medians 1200 East Kirk
Blvd. to 1500 East Kirkwood Blvd.. one hundred twenty three dollars ($123.00) per
occurrence. These areas require finish cut and landscape services.
c. Irrigation inspection of turf on Northwest corner and all medians 12010 East Kirkwood
Blvd. to 1500 East Kukw ood Blvd.. ninety six dollars ($96.001) per occurrence.
I Rough cut motiving services for Northeast corner 160 East Dove Rd.. eighty five dollars
($85.00) per occiurence.
2. No other changes are requested.
Sharen Jackson
Director of Finance. City of Southlake
By signing the amendment. vendor is acknowledging and agreeing to the additions nnade to the terms and
conditions as stated in the existing contract. Vendor must acknowledge receipt of this amendment by
signing both copies and returning one signed original amendment to: City of Southlake Finance
Department 1400 Main Street Suite 440 Southlake. Texas 76092 Attention Tian Slifka.
Signed:
Title:
Dated:
Printed Name:
Company Name:
Please call 817 -748 -8312 with any questions.
Sincerely,
John Terrell
Mayor
Tim Slifka ATTEST:
Purchasing Manager. CPPB
tslifka @ci.soutlnlake.tx.us Phone: 817 - 748 -8312 Fax: 817- 748 -8048
Alicia Richardson, TRMC
City Secretary