Item 4GCITY OF
SOUTHLAKE
MEMORANDUM
February 5, 2013
To: Shana Yelverton, City Manager
From: Sharen Jackson, Director of Finance
Timothy Slifka, Purchasing Manager
Subject: Item 4G Authorize Contract Renewal with Alpine Tree Service for
City of Southlake Tree Service
Action
Requested: Authorization to renew current contract for City tree related
services with Alpine Tree Service.
Background
Information: The City Council approved the original contract with Alpine
Tree Service on February 16, 2010. The original contract
allows four (4), one-year contract renewals at the City`s option.
This is the third of four renewals. This contract provides all tree
related services for the City. The contract is a multi -city contract
which includes the City of Southlake and City of North Richland
Hills. City of Southlake is the Lead Agency. The contract
renewal includes the same pricing, terms and conditions of the
original contract approved on February 16, 2010.
Financial
Considerations:
Costs for City of Southlake tree services are funded through
budgeted department maintenance accounts.
Strategic Link:
C1 —Achieve the highest standards of safety and security.
C2 — Provide travel convenience within City and region.
C3 — Provide attractive and unique spaces for enjoyment of
personal interests.
B2 — Collaborate with select partners to implement service
solutions.
B5 — Improve performance of delivery and operational
processes.
Citizen Input/
Board Review:
None
Legal Review: Attorney reviewed original bid documents as to form
Alternatives: Deny and re -bid tree services
Supporting
Documents: Current contract with Alpine Tree Service
Staff
Recommendation: Approve the renewal of this contract for tree services with
Alpine Tree Service.
SOUTHLAI<E
U0
January 29, 2013
Alpine Tree Service
1900 Brumlow Ave
Southlake, Texas 76092
Attn: Derek Neubauer
Subject: Option to Extend Notification RFB0910B200TS900039 Provide Tree Services for City of Southlake
Dear: Mr. Neubauer:
The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting
from your RFB0910B200TS900039 Provide Tree Services for City of Southlake, copy included for Fiscal Year 2013. This
extension shall become effective February 16, 2013 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. Your company has not requested a pricing
increase during this renewal and as such the pricing, terms and conditions of the original award shall remain in effect for this
renewal period.
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 two (1) more one
(1) year renewals
City Contact:
TIM SLIFKA 817-748-8312
Send all billing to:
City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092 or accountsp_iyab_l_e a, ci._s_outhlake.tx.us
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, terns 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,aci.southlake.tx.us
Phone: 817-748-8312 Fax: 817-748-8048
Contract and Award Accepted:
Signed: Date:
Mayor John Terrell
City of Southlake
Attest:
Alicia Richardson, TRMC
City Secretary
Approved as to Form and Legality:
City Attorney
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