Loading...
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