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Item 4I PDFCITY OF SOUTHLAKI MEMORANDUM December 10, 2013 To: Shana Yelverton, City Manager From: Ken Baker, Senior Director of PDS Subject: Item 41 — Approve Option to Extend the Current Contract with Facility Solutions Group (FSG) for the Installation of Wayfinding, Event and Kiosk Signage in an Amount not to Exceed $150,000 Action Requested: Approve option to extend the current contract with Facility Solutions Group (FSG) for the installation of wayfinding, event and kiosk signage in an amount not to exceed $150,000. Background Information: The Wayfinding Sign System Plan was adopted by City Council in April of 2010. The plan provided a recommended design, locations and messages for approximately 65 signs throughout the City. In FY 2011, the City Council appropriated $50,000 (Hotel Occupancy Tax Funds) for the installation of Phase I of the signage program. In the spring of 2011, the City selected FSG to fabricate and install the signage. During the summer of 2010, Phase I signage was installed along Carroll Avenue and the SH 114 frontage road. In fiscal year 2012, City Council funded $125,000 ($50,000 from the Hotel Occupancy Tax and $75, 000 from the Strategic Initiative Fund) for the installation of phase II of the wayfinding signage program. Fifteen (15) wayfinding signs and five (5) events signs were installed throughout the City this past summer and fall. Wayfinding signs were installed along the following roadways: • White Chapel Blvd • Dove St. • SH 114 • FM 1709 • FM 1938 Event signs were installed at the following street intersections: • Highland Avenue/Carroll Avenue • Carroll Avenue/Dove Street • Crooked Lane/Continental Avenue • White Chapel Boulevard/Continental Avenue • Peytonville Avenue/Dove St. FSG Contract Extension Memorandum In fiscal year 2013, City Council funded $100,000 ($50,000 from the Hotel Occupancy Tax and $50, 000 from the Strategic Initiative Fund) for the installation of phase III of the wayfinding/event signage program. Fifteen (15) wayfinding signs were installed in FY 13. In addition, $30,000 was budgeted for kiosks but ten event signs were installed throughout the City in lieu of the kiosk installation. Wayfinding signs were installed at the following locations: • Eastbound FM1709 at N. Peytoneville Ave intersection; SWC • Eastbound FM 1709 in front of Dana's Studio of Dance • Eastbound FM 1709 at White Chapel Blvd; SWC • South/Westbound Gateway Dr. at FM1709 intersection; NWC • Westbound FM 1709 at Kimball Ave intersection; NEC • Westbound FM 1709 at White Chapel Blvd intersection; NEC • Westbound FM 1709 at N. Peytonville Ave intersection; NEC • Eastbound frontage road SH 114 at N. Carroll Ave; SWC • Eastbound frontage road SH 114 between N. Carroll Ave & Reserve St. • Eastbound frontage road SH 114 at N. Kimball Ave; SWC • Southbound N. Kimball Ave at FM1709 intersection; NWC • Northbound Brumlow Ave at E. Continental Blvd; SEC • Northbound N. Carroll Ave at FM1709 intersection; SEC • Westbound E. Dove Rd at N. Carroll Ave, NEC • Eastbound E. Continental Blvd at Carroll/Brumlow; SWC Event signs were installed at the following street intersections: • Continental (eastbound) and Davis Blvd. • Southridge Lakes (southbound) and FM 1709 • Peytonville (southbound) and Continental • White Chapel Blvd Roudabout- southside (WC Blvd.) • Northbound White Chapel south of FM 1709 FSG Contract Extension Memorandum • Northbound Carroll south of FM 1709 • Southbound Carroll at FM 1709 • Southbound Byron Nelson at Continental • Northbound Kimball at FM 1709 • Southbound Carroll and the Continental roundabout Staff is recommending that the contact with FSG be extended for the fabrication and installation of phase IV of the wayfinding program, phase I of the kiosk program and possible additional event signs if the budget permits. City Council is expected to approve the recommended wayfinding signage priority list at its December 17t" meeting. The Hotel Occupancy Tax fund has budgeted $100,000 for wayfinding signage and $50,000 for the kiosk program. A 1 % price increase on materials from the previous contract is anticipated for the fabrication of the wayfinding signage. Financial Considerations: Funding for the fabrication and installation of the wayfinding signage and kiosks was approved in the FY 2014 budget. Strategic Link: This project is aligned with the Strategic Focus Area of Mobility and the Corporate Objective to provide travel and convenience with the City and Region. Citizen Input/ Board Review: City Council consideration at the December 17, 2013 meeting. Legal Review: Contract documents and standard specifications format follow that previously reviewed by the City Attorney. Alternatives: 1) City Council approve as presented 2) Reject the contract extension Attachments: 1) Contract 2) Renewal Letter FSG Contract Extension Memorandum Staff Recommendation: Approve the contact with FSG not to exceed $150,000. FSG Contract Extension Memorandum SOUTHLAI<E v December 11, 2013 Facility Solutions Group 10212 Metric Blvd. Austin, Texas 78758 Attn: Mr. Jim Beckett Subject: Notification of Contract Extension for Wayfinding Sign System Fabrication and Installation RFP100713460CC110020 Dear Mr. Beckett: The City of Southlake is extending the contract, pending City Council approval, for Wayfinding Sign System Fabrication and Installation RFP1007B460CC110020, copy included for Fiscal Year 2013-2014. 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. You have indicated your company will be requesting a one percent (1%) across the board price increase at this renewal. An updated schedule of pricing is attached. 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 one (1) more one (1) year annual renewal. City Contact: KEN BAKER 817-748-8067 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or via email accounts payablea-ci.south lake.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, 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 CPPO, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka()ci.southlake.tx.us Fax: 817-748-8048 Contract Renewal Accepted: Signed: Mayor John Terrell City of Southlake Attest: Alicia Richardson, TRMC City Secretary Date: Approved as to Form and Legality: City Attorney 11/25/13 Ci.southlake.txus Mail - FM: Southlake 2014 IDcrry Of SOLffHLAKE Timothy Slifka <tslifka@ci.southlake.tx.us> Fwd: Southlake 2014 1 SE Ken Baker <kbaker@ci.southlake.tx.us> To: Timothy Slifka <tslifka@ci.southlake.tx.us> Sent from my Phone Begin forwarded message: From: jim Beckett <jim.beckett@fsgi.com> Date: November 25, 2013 at 10:20:02 AM CST To: Ken Baker <kbaker@ci.southlake.tx.us> Cc: Michelle Bills <michelle.Bills @fsgi.com> Subject: Southlake 2014 Mon, Nov 25, 2013 at 11:50 AM Morning Ken, here is the 2014 unit costs up by 1% due to escalation in material costs. " primarily Aluminum" thnks Jim James "Jim" Beckett - Senior Account Manager ■ Facility Solutions Group ■ Signs p.512.494.0002 ■ f.512.494.0003 ■ c.512.947.2244 https://mai l.g oog I e.com/mai I /u/0/?ui =2&i k=1 dc9780fd9&�A eve pt&search= i nboy&th=14290629d425091 a 112 Sw 2 CIC W LQ M O N E O L V1 fC N L IR 0 .0 a O N r� O M CO O O V M N LO M L6 c� N W r� V r� M CO CO rl W Lr O O O T LO EA EA EA EA EA O O O O O O O O O O LO LO LO LO LO EA EA EA EA EA � � M LO LO LO LO N CY) CY) Lr Lr N CY) CY) EA EA EA EA EA M N O Lo CY) U� C� W M O N N N co V CO (.0 CY) l3 O V M W V Lo Lo M M EA EA EA EA EA LL L.L n O 0 d d ^ N N N 4 4 Q Q 0 0 Q m U O O ORIGINAL DOCUMENT CITY F SOUTHLAKE Council Action:WN Ord./Res. No. Date Approved 1 — D 4 - t.44 1,1_ SOUTHL.AKE October 10, 2012 Facility Solutions croup 10212 Metric Bh►d. Austin, Takes 78758 Attu: W. Jim Beckett Subject Option to Extend Notification RFPJWn3480CC110020 WAYFINDING SIGN SYSTEM FABRICATION AND INSTALLATION Dear: Mr. Becket The City of Southlake is Provtding not on Off Intend to extend the. contract, pending City Council approval, resultlrig'Itom your. RFP1-107B40OCC110020 WeAnding.81 p System Fabricalon and Installation, copy included for Fecal Year 2013. This extension shall became effectim alter City Council approval (CC Award data 1 a --LA - I,� and shall conflnue in fur face based on•t o terms and condkione-of the tnilfal-award. AddltiauNy as e dxm�on of contract re wAW a price adjustmentmey be requested by tho vendor and considered by the City. In support of a pie adpstment, vendor -may submit documentation as to the need of ire priori a4ushnent. Requests for Price 04411mnts may only occur at the tame of renewsi and only upon aemft the approval.of the City in Writing. Regtwts far priors adjustments must be solely for the purpose of accommodating an increase In Use vendor's cost, not profit. You have Indk;ated your comWw wet be recplseting a one Wcent. (1%) Amos to bwd price irnxeaea at this reneM ial. Therefore, ON prtciisg of the original agreement "I increase by one percent (1%) &ft this renewal period. The terms.and conditions proposed end armed in this renewal agreement are as follows: Payment Terms: Net 3111 days (Unless olhar Mse noted - such as pre- and/or partial payment) Method of Payment Shell be made by purchasing card or purchase order DeflveryTerms: FOB Destination DeNvwy Locations: IF STATIE Y IN RFD DOCUMENT Term of Contact: Shah be effec ito for iweNe months from -dab of renswal and is eligible for up to two (2) nVM one (1)year annual TenWwaie. City Contact KEN BAKER 817-74"067 Send all billing to: City of 3muthteloe 1400 Main S"et, Suite 440, Accounts; Payable Southlake, TK 7W92 or via email 2ggpyggQ1y souftke baus Other Charges: The City of Southlake is a fax exempt municipal edrpordian and re exempt from all federal. state, and kcal aalee. taros: Mother specifications, terms and conditions shall be as proAdad to the original procurement documents. No other attachments to or in response Co this agreement will be. accepted unless approved in writing by the P4MwOW� sung r or OR authortzed representative of the City of 5outhtakeThank you for participating in our procurement process. Please call 817.748.8312 with any wegtlbt�•..•e...,•e•� Tim sirka P4rchaft manwer, CPPB Attest (n City of Southiske Aida-fthembon, 1400 Mein Street Suit§ 440 MY Secretary • •'•. R; Southlake, Texas; 76082 �. •••...•• it l rat f( southtekalx us Phone: $17-74M12 Fix 81774MO48 °00+° ile*e�"���,`, Contact signed:. 7newal Jtcw Date: `� / 7 Approved LegslnY Cky of Southiaka City A 14ODMain Stored. Saite440 SmWake, Texas 76M Table 2: Proposed Pricing Summary 1°10 TAc+-ease_ A 17rDOT14adsn9S�p-45"wlies38"dl' ti A eta» TsDOT'R�N*mw Siga- 4r wtde x W mu 4 S �� 'E�DOT t�adw>, SiSp-45" w4do x 48" 1aI :i � , C a S D' Dsa4pfeSdSe S E T:DW Street Stpr (I•ftreectlow Asaosecersent) s F hdaRrbm Dlrediead tin B1 S G Tedatetu DketOnd Stso (Pde ato�e"D s a� 'Parking Dkecdmd ski ( e=.ftQ s 3. Tmaaf'enmd atad Option m E>;tetid: Any Cower resulting fiom this RFP shall be effective ibr twke meatha from data of e<ward, The City anticipates that contract snail be renewed pw unanr to the availability of finds and at the dismelion of the City. The following clauses ftH be included in the coatnact A 4ation Ctanse: It is sgrecd that City will have tits option to extend the contract for up to four (4) additional years, in one -you intervals. To exercise this opfion, the City shall save notice 30 days prior to C0 t d tettamation or to the end of any one-year a I sion The Option to Extead will not be consideted if f=ding is tmavailable or if the cmkoctor's past pmformanoe is not witiun the industry standard. B. mention Clause: Should market conditions prevail which es dictate an maee, the successful contractor may submit docttntentation ruing penmission to increase pricing no later than 30 days after receiving notice from the City of its intent to eland the agreement. Escalation may only occur at the time of renewal and only upon seeming the rgrproW of the City in writing. Requests for price adjustmeats.thust be solely for the purpose of aocommodWmg an increw in the comractor's cost, not profits. Vendors shall show in this gWle their antichnted parent of escalation ivwhen the option to extend is exercised. Ties percent quoted will be a maximum. in addition, the percentage proposed will be a factor in determining the best value to the City. It is the average price over the period of the act that will be the price factor considered is the evaluation of this quote. Quotes in which negative or no escalation is slwwo will be oonsidered as 0% escalation. C. Prim _Increases UIRIM Extension: If approved by the City, the ContrxKor shall modify the rates charged by the Cont zdm to rcftct any changes shown in the oomparative statement delivered to the City. The maximum increase allowed' under this provision small be four parent (4%) per year. The City shall have authority, in its reasonablt: discretion, to determine the validity of any Change in C7ty ofSoud we - RFPIOD7240MOOM - Page 27 of 35 EXTERIOR S vMGF— IGM&A - Opt 1: Full LCD ea side 1 $ 29,831.31 No* A - Opt 2: Half LCD / Half Duratrans on ea side 1 $ 25,535.12 laosk A - Opt St Full Duratrans ea side / no LCD's 1 $ 18,406.72 14osk A - Opt 4: Full LCD one side / Full Duratrans other side 1 $ 23,749.52 1Goak A - Opt 5: Half LCD and Half Duratrans one side / FtA Duratrans other side 1 $ 21,800.52 Klosk 8 1 1 1 $ 21,462.93 ORIGINAL DOCUMENT CITY OF SOUTHLAKE ��(�y,E Council Action: ®/ N Ord./Res. No. date Approved ImQubla 19 U 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 RFPI107B460CC110020 Wayfmding Sign System Fabrication and Installation, copy included for Fiscal Year 2012. This extension shall become effective after City Council approval (CC Award date I)' 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(d,ci. southlake. tx.us Phone / Fax: 817.748.8312 / 817.748.8048 1400 Main Street, Suite 440 (::�p Renewal ApprKed. Date John Terrell Mayor, City of Sox ftn. Southlake, Texas 7Wia Richardson, TRMC City Secretary SOUTHLAKE OFFICIAL RECORD January 5, 2011 Facility Solutions Group 10212 Metric Blvd Austin- Texas 78758 ATTN: Jim Beckett Subject: RFP1007B460CC100020 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 "RFP1007B460CC100020 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 ! 817-748.8048 Contract and Award A pte - Signed- 2 Yelvertan, City Manager Cc: Originator File (2 copies) DATE:I 1400 Main Street, Suite 440 Southlake, Texas 76092 AWAWAW EVIMEM ■ ■VINE FACiLFY SOLUTIONS GROUP Clayton Comstock City of Southlake 1400 Main St. Suite #300 Southlake, Texas 76092 fighting > electrical > energy technology > signs January 6, 2011 Re: Wayf nding Sign System Fabrication and Installation RFP#:RFP1007B460CC100020 Clayton, 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 £eel free to call us Sincerely, .lames P. 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