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
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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'
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eta»
TsDOT'R�N*mw Siga- 4r wtde x W mu
4
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'E�DOT t�adw>, SiSp-45" w4do x 48" 1aI
:i � ,
C
a
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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. Beckett
10212 Metric Boulevard • Austin • Texas • 78758
800.327.1104 ■ 512.494.0002 • Fax; 512.494.0003 + vow► Ssgsigns.com
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