Item 4GCITY OF
SOUTHLAKE
MEMORANDUM
November 24, 2014
To: Shana Yelverton, City Manager
From: Ken Baker, Senior Director of PDS
bH
Subject: Item 4G — 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 (Fiscal Year 2011). There were a total of six signs
were initially installed along Carroll Ave. as a test program.
Due to the success of the initial signage, the City committed
to funding the entire wayfinding signage program.
Fiscal Year 2012
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:
• SH 114 frontage (westbound) at Kimball Ave.
• SH 114 frontage (westbound) at White Chapel
• SH 114 frontage (eastbound) at White Chapel
• FM 1709 (eastbound) at Davis Blvd.
• FM 1938 (northbound) at FM 1709
• FM 1709 (eastbound) at Carroll Ave.
• FM 1709 (westbound) at Carroll Ave.
• N. White Chapel (northbound) at Carroll Ave.
• Dove Rd. (westbound) at White Chapel Blvd.
• Dove Rd. (eastbound) at White Chapel Blvd.
• White Chapel (northbound) at Bluestem Dr.
• White Chapel (northbound) at South Field Rd.
• White Chapel (northbound) at Pavilion Dr.
• White Chapel (northbound) at North Field Rd.
• White Chapel (northbound) at E. Bob Jones Rd.
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.
2 FSG Contract Extension Memorandum
Fiscal Year 2013
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
3 FSG Contract Extension Memorandum
• 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 Roundabout- southside (WC Blvd.)
• Northbound White Chapel south of FM 1709
• 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
Fiscal Year 2014
In Fiscal Year 2014, 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 IV of
the wayfinding/event signage program. Thirteen (13)
wayfinding signs and (2) event signs were installed in FY 14
and the first kiosk was installed in Town Square.
Wayfinding signs were installed at the following locations:
• S. Kimball Ave. (northbound) at FM 1709.
• Byron Nelson Pkwy. (northbound) at FM 1709
• E. Continental Ave. (eastbound) at S. Carroll Ave.
• E. Continental Ave. (westbound) at Byron Nelson
Pkwy.
• E. Continental Ave. (westbound) at Byron Nelson
Pkwy.
• E. Continental Ave. (eastbound) at Byron Nelson
Pkwy.
• S. White Chapel Blvd. (northbound) at FM 1709.
4 FSG Contract Extension Memorandum
• Dove Street (westbound) at N. Kimball Ave.
• Nolen Ave. (southbound) at SH 114.
• SH 114 (eastbound) at Nolen Ave.
• FM 1709 (westbound) at Bryon Nelson
• FM 1709 (eastbound) at Bryon Nelson
• FM 1709 (westbound) at Summit Ave.
Event signs were installed at the following street
intersections:
• Highland Ave. (westbound) at Carroll Ave.
• Pearson (northbound) and FM 1709
The kiosk was installed at the following location:
• Main Street and Grand Ave (southwest corner).
Fiscal Year 2015 — Contract Extension
Staff is recommending that the contact with FSG be
extended for the fabrication and installation of phase V of the
wayfinding program, phase II 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 January 4t" meeting.
The Strategic Initiative Fund has budgeted $100,000 for
wayfinding signage and the Hotel Occupancy Tax Fund
$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.
5 FSG Contract Extension Memorandum
Financial
Considerations: Funding for the fabrication and installation of the wayfinding
signage and kiosks was approved in the FY 2015 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 2, 2014
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
Staff
Recommendation: Approve the contact with FSG not to exceed $150,000.
6 FSG Contract Extension Memorandum
���yy € rrrgy�CT f n
KE
11
November 12, 2014
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
RFP1007B460CC110020
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 2014-2015. This extension
shall become effective January 5, 2015 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. 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. This increase has been approved.
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.
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 a able ci.southlake.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 CP O, CPPB
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifka4),c1.south1ake.tx. us
Fax: 817-748-8048
Contract Renewal Accepted:
Signed: Date:
Mayor John Terrell
City of Southlake
Attest:
Lori Payne, TRMC
City Secretary
Approved as to Form and Legality:
City Attorney
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11112f2014
Ci.southlake.tx.us Mail - Renew contract
Renew contract
5 messages
Ken Baker <kbaker@ci.southiake.tx.us>
To: jim.beckettflln►
Cc: Timothy Slifka <tslifka@ci.southlake.tx.us>
Jim,
Timothy Slifka <tslifka@ci.southlake.tx,us>
Wed, Nov 5, 2014 at 1:00 PM
It is time to renew FSG contract for the wayfinding signs. Can you send me any price increases by November
14th. Thank you. Ken
Sent from my Pad
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 <" _
Date: November 5, 2014 at 1:02:20 PM CST
To: Ken Baker <kbaker@ci.southlake.tx.us>
Cc: Michelle Bills
Subject: Re: Renew contract
Wed, Nov 5, 2014 at 1:06 PM
James "Jim" Beckett - Senior Account Manager im
Facility Solutions Group m Sighs
https:llm air.gcogle.com/mailiu10/?ui=2&ik=1dc9780fd9&view=pt&search=inbox&th=149815445f21 fd84&si mi=149815445f21fd84&si m 1=1498159bcf33b62c&siml... 115
11/12/2014
Cisouthlake.tx.us Mail - Renew contract
p.512.494.0002 0 f,512,494.0003 0 c.512.947,2244
10212 Metric Blvd, Austin, TX 78758
www.fscisigns.com
[Quoted text hidden]
Timothy Slifka <tslifka@ci.southlake.tx.us> Mon, Nov 10, 2014 at 3:06 PM
To: Ken Baker <kbaker@ci.southlake.tx.us>, James Beckett < i
Mr. Beckett,
Please also include the reason and the justification paperwork to show how your costs have increased this past
year.
Tim
[Quoted text hidden]
Timothy Slifka CPPO, CPPB
Purchasing Manager
City of Southlake
1400 Main Street Suite 440
Southlake, Texas 76092
817-748-8312 '
817-748-8048 Fax
tslifka@ci.southlake.tx.us
www.cityofsouthlake.com
Please take a few moments and click on the appropriate link below to complete our Purchasing Department
Survey. Your answers will help us to continually improve our services.
City Staff Survey and Internal Bid Survey
Vendor Survey
jim Beckett <jili� > Wed, Nov 12, 2014 at 9:30 AM
To: Timothy Slifka <tslifka@ci.southlake.tx.us>
Cc: Ken Baker <kbaker@ci.southlake.tx.us>, Michelle Bills >
2015 Cost Increase:
The cost of Aluminum has exceeded the 1% increase. But we are limited to our agreement
with City of Southlake that we can only advance costs by 1% annually.
thank you
James P. Bekcett
https://m ai l.googl e.com/mail/u/01?ui=2&ik=1 dc9780fd9&view=pt&search=inbox&thµ 149815445f2l fd84&si mi=149815445f2lfd84&si m1=1498159bcf33b62c&si m I... 215
11/12/2014
CLsouthlake.tx.us Mail - Renew contract
James "Jim" Beckett - Senior Account Manager m Facility Solutions
Group m Sims
p.512.494.0002 E f.512.494.0003 0 c.512.947.2244
10212 Metric Blvd, Austin, TX 78758
A
V11wV1 jsgSIgns,com
On Nov 10, 2014, at 3:06 PM, Timothy Slifka wrote:
Mr. Beckett,
Please also include the reason and the justification paperwork to show how your costs have
increased this past year.
Tim
On Wed, Nov 5, 2014 at 1:06 PM, Ken Baker <kbaker@ci.southlake.tx.us> wrote:
Sent from my iPhone
Begin forwarded message:
From: jim Beckett >
Date: November 5, 2014 at 1:02:20 PM CST
To: Ken Baker <kbakerc@ci.southlake.tx.us>
Cc: Michelle Bills <.. iie i>
Subject: Re: Renew contract
can do we will do the 1% again.
send you the spreadsheet with the revised unit costs prior to the 14th.
Thnks
Jim
<unknown.jpg>
https:iim ail.google.com/m ai IIuIQI?ui=2&i k=1 dcg780fd9&view=pt&search=inbox&th=14981-1445f21 fd84&site 1=149815445f21 fd84&si ml=1498169brf33b62c&s im I... 315
11/12/2014
Cisouthlake.tx.us Mail - Renew contract
James "Jim" Beckett - Senior Account
Manager m Facility Solutions Group m Suns
p.512.494.0002 0 f.512A94.0003 0 c.512.947.2244
10212 Metric Blvd, Austin, TX 78758
www.fsgsigns.com
On Nov 5, 2014, at 1:00 PM, Ken Baker wrote:
so
It is time to renew FSG contract for the wayfinding signs. Can you
send me any price increases by November 14th. Thank you. Ken
Sent from my iPad
Timothy Slifka CPPO, CPPB
Purchasing Manager
City of Southlake
1400 Main Street Suite 440
Southlake, Texas 76092
817-748-8312
817-748-8048 Fax
tsIifka@ci.southIake.tx.us
www.cityofsouthlake.com
Please take a few moments and click on the appropriate link below to complete our Purchasing
Department Survey. Your answers will help us to continually improve our services.
Timothy Slifka <tslifka ci.southlake.tx.us> Wed, Nov 12, 2014 at 10:14 AM
To: jim Beckett <_ >
Cc: Ken Baker <kbaker@ci.southlake.tx.us>, Michelle Bills < ' >
Thank you Jim.
https:/Im ai I .googl e.com Im ai liu101?ui=2&i k=1 dc9780fd9&view=pt&search= i nbox&th=149815445f2l fd84&si m l=149815445f2l fd84&s i m i=1498159bcf33b62c&s i m I ... 415
11/12/2014
Ci.sotdhlake.tx.us Mail - Renew contract
Tim
[Quoted text hidden]
https:llmail.google.com/maillu]01?ui=2&i k=1 dc9780fd9&view=pt&search=inbox&th=149815445f21 fd84&s im 1=149815445f21fdS4&si m 1= 14981 59bcf33b62c&siml... 515
CITY OF
SOUTHLAKE
19
December 11, 2013
Facility Solutions Group
10212 Metric Blvd.
Austin, Texas 78758
Attn: Mr. Jim Beckett
ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
Council Action N Ord./Res. No.
Date Approved 1 1R
Subject: Notification of Contract Extension for Wayfinding Sign System Fabrication and Installation
RFP 1007B46OCC110020
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 17,49-2o'3) 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 accountspavable(&ci.southlake.tx.us
Other Charges:
The City of Southlake is a tax exempt municipal corporation and is exempt from all federal,
state, and local safes 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(a)ci. southlake. tx. us
Fax: 817-748-8048
Contract Renewal Acc ted:
Signed: Date: �Z O " ZO 13
Mayor John Terrel
City of Southlake
Attest:
App{ov as it arm and ality:
City Atto ey
f
IIW13
IOSC"THLAKE
Fwd: Southlake 2014
Ci soAlalo.txus Mail - Fwd: SoiMals 2014
Ken Baker <kbaker@ci.southlake.tx.us>
To: Timothy Slifka <tsli&a@ci.southlake.tx.us>
Sent from my Phone
Begin forwarded message:
From: jim Beckett <j
Date: November 25, 2013 at 10:20:02 AM CST
To: Kerr Baker <kbaker@ci.southlake.tx.us>
Cc: Michelle Bills >
Subject: Southlake 2014
Mon, Nov 25, 2013 at 11:50 AM
Moming Ken, here is the 2014 unit costs up by 1% due to escalation in material costs. " primarily
Aluminum"
thnks
Jim
James "Jinn" Beckett - Senior Account Manager
Facility Sohitions Group ® Signs
p.512.494.0002 ® f.512.494.0003 al c.512.947.2244
https://mail.google.conVniail/tYDnA=2&ilc--idc97Md9&%4evk-pt&search=inbor&th= 1429W29d425091a 1/2
11125/ 13 Ci.southlake.txus Mail - Fvvd: 5outhlak92014
Crry
SOUTHLAKE
Fwd: Southlake 2014
1 rninssige
Ken Baker <kbaker@ci.southiake.tx.us>
To: Timothy Slifka <tslitka@ci.southlake.tx.us>
Sent from my Phone
Begin forwarded message:
From: jim Beckett
Date: November 25, 2013 at 10:20:02 AM CST
To: Ken Baker <kbaker@ci.southlake.tx,us>
Cc: Michelle Bills <--1
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 m
Facility Solutions Group m Sips
p.512.494.0002 M f,512,494.0003 ig C.512.947.2244
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ORIGINAL DOCUMENT
CITYAF,SOUTHLAKE
Council Action: WN Ord.lRes. No.
Date Approved f off- —b
CITY Qf
SOLff `AKE
October 10, 2012
Facilfty SduS= Group
10212 Meat BKd,
AusftTexas 78738
Mtn: W Jim Beckett
Sub]ecb Oplon to E>dend Noffmt pn RFP1007B40GC110W WAYFINDING SIGN SYSTEM
FABRICATION AND IN$TALLA'hON
Dear Mr. BeeltetV
The CRy of Sotdhtaka is providing-noWcoon VW Wend to wftW a* oonbacL Pwdng C#y► Council approval,
F=469 *= ycrrr NW.-1107B400C=- 0020 WaArdtng.Slp ryabm Fabrlca m and Ins Bolo% Copy induced
fdr Fiscal Year 2013. This adendon shell became elfectivts after Oly Cwrioll epprnval (CC Award date
-� arMt shot! c�nua In 4�t� force based on -The learns and conditlonaal the inifiat-aw�L Add�la�lyr8st e
oo�on or contract rertewl a price ado t e t may DR requested by the vendor and c onsldewl by the fly. Gs
mWport of a price soxhnent, vendor may subrntt domrmerdah))n as tp the need of Mis price ad whtrent Requests
tr r p** tints may only occur 0 ffm time of re wA* and a* up m serkJring the apyxoval.of the City In
"OFTp. Requ" for pr a AdJuslrnerse must be eVWY for the prrMM of aca;ommodaftlng an Ira as In to
vendor's cast, nit prafk You have hrdfcaW yrour=rs PW7YWN be rung a one parcent.Ci%) &=a fim based
Oft k0eGia at this re&%i+al. Thetefow, d p kk g of the okinal agmernant shell tnm" by one percent (1%)
diffl!V this rental period.
The terms.and aDnSlions proposed 4W accepted In thle rertearal agreement are as Wows:
Payment Terrns: Nat 30 days (unreal afheniae acted -such as pre- wrdlor parlial payment)
Meftd &Payment Shall be mad0 by purchaft card orpurdtrase order
I7afveiy Temrs: F09 Destfivffion
Dsfivery Locaiionx IF STATIM IN RFS DOCUMENT
TOM of cw*aal: SW ba Offect ve for twetm monft from -date of renwM &W fa etiglble for up to lino (2)
MOM txla (1)Yearannualronewde. 0 ,
c4ty C4ntlut KEN BAKER 817 7b8-80B7
Send all bOing ta: Cl"f Boufldeka
1400 Minn Stroet, Subs-440, A=aunte Payable
Souttiake, TX 76W2 or We small �l3fl�ys cLaauifrleloe bras
Other CtraMw The City of Sauitrlake b a tax exempt munlppel 06p: rafjan arA is exempt from all federal.
state; and hxal sWas taxes:
AN other spechIc Oorm, forme and condition Shall be as provided In the anginal procurement dowmertts. No other
attachments tv or in nssponse io ft aWeerrrentwM be. accepted unless approved In the F
iY�ager crap eutlrorla}d representative of the Cit;r ofSouthfalce_ � 4+'�3
Thank you for par8clpa[irYg in ourpracuremerc process. Pleasecall 677.748:8312 with any quegttb� •.••••••.•• . ate.
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Pharfe: $17 74E-B312 F;= 617 74MO48 '•aas`''•r�,� � `'``,,t``
Contras ne+naf // ? �
StancHt, ✓ Date: t� ApproVId
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Table 7: AWomd Frioiag Summary
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3. XwLo1Cammd itatd Ogrgm to RMO&
Any comet mmking Rom this 1RFP shell be effective; mr twelve oteft from dace af mmw& The
City anticipates that contract shad be renewed prutivant to the availabiir'ty of haft and at tho
discref of the aty. 7lietollo%iug clauses shah be iacluded in for cuntuet:
A. motion Clam.' It is agn cd-that City wits Sava tha optics t!o Cocalt the cmntract fbr np to ftwr (4)
additional years, in one-year fiwxvels. To en dse titfs Q xb% the City sleds ssrva notice 30-days prior
to t:o)9rad 101mination or to the end of arty me-Nw e>rxmsien The Option to 1?xtenci mill not be
considered if Abding is mravar7able Cr if the Omtrddeea past pmformanee ix rat within tlrc industry
standard.
B won Clause_ Should market COZ&dons pmv9U Whkh dictate an increase, the swcaufisi
contractor Lmay anbimit doountcntatien rig P=imim ttt i =em pricing no later them 30 days
dh r roc V!ng notice from the City of AS intent to VMW the egt: MOL Escalation may o* cram at
the dote of renewal and ply npasr aecmbg the approW of the City in writing• Requests for price
adjuaenets ri mt he solely fox the purpose of Sm=MdRting in fnt c in the C=twWS cost, not
profits.
'hoodoos shall show in dys gtwte their wbci},nted percent bf eawdati m iVwben the option to is
examised. Tbv percent quoted -M be a mwdm mo. fn addition, the patcmftc proposed will be a
AMW in dderminiag t3tc best value to the City. It is the average price ova¢ thr period of the contract
fleet wM be tine pike factor oemidemd iri the evaluation of this gtia W Qreates in which Mptf a or ao
escalation is shown wr11 be 00=klered ail 0% escalation,
C. No Imma Umn Exton: ff approved by tbo City, the Contractor shall modify the rates
charged by the Coat ukm to refloat any changes shove in the comparative statement &Rvernd to tha
City- T w =Lmmnm inmmse uliow6twuier this pro a4m shell be four pement (404) per Year. The
City 40lave mWw ty, in its nasumblc discretion, to detarmine the vaEidity of my change in
CWY ojSau*"e 1RPP1007340CCltlt _ Page 27 of 35
4' IIYr .-1rxF WE
r '•t7 r 'r 4t)' iil tii��itl? :i
s
VAmkA - Opt 1: Full LCO as skis
1
$ 29,831.31
Kk*A - Opt 2: Half LCn / Halt Ouratians On ea skis
1
$ 25,535.12
14ork A - Opt 3: Full Duratrans to side / no LCVs
1
$ 18,0672
Mosk A - Opt 4: Full LCO one slde / Full Ouratrans other slde
1
$ 23,749.52
lft* A - Opt 5: Half LCD and Half Dwouans one side I Fu5
nuratrans other side
i
$ 21,800.52
gaff 1 ; 21,462,83
ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
SO��E Council Action: 6! N Ord./Res. No.
Date Approved
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 RFP1107B460CC110020 Wayfinding Sign System Fabrication and Installation, copy included for
Fiscal Year 2012. This extension shall become effective after City Council approval (CC Award dateZand
shall continue in full force based on the terms and conditions of the initial award. Additionally as a condf ion of —contract
tract
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 �7�1
City of Southlake Renewal ApprcVved Date
1400 Main Street, Suite 440 John Terrell
Southlake, Texas 76092 Mayor, City of So
tslifka@ci.southlake.tx.us `�ST.
Phone / Fax: 817.748.8312 1817.748.8048
1400 Main Street, Suite 440 Southlake, Texas 7W'ia Richardson, TRMC
City Secretary
sou`rr"unicE OFFICIAL RECORD
January 5, 2011
Facility Solutions Group
9 D212 Metrita Blvd
Austin, Texas 78758
ATfN: Jiro Beckett
Subject: RFP1007B46OCC100020WAYFIN.DiN.G,.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 WAYFINDINO SIGN SYSTEM FABRICATION AN .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 companys award
is attached.
The Penns and conditions proposed and accepted in this agreement are as follows:
Payment Terms-.
Net 30 days (Unless otherwise notes! — such as pre- and/ter 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.
Met -hod 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 P able
Other Charges:
Southlake, TX 76092 rr
The City of Southlake is a tax exernptlmunicipal 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 apl$roved 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,
Z.
Tim Slifka
Purchasing Manager
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tsRfkata cl.southlake.tx.us
Phone/Fax: 817.74&83121817,748.8048
Contract and Award Apte�
Signed'
ana YeNerton, City hrtanager
Cu. Originator
File (2 copies)
1400.Mahi Street, Buite 440
DATE:
%iithlake, Texas 76092
E grin
January 6, 2011
Clayton. Comstock
City of SoutWake
1400 Main St- Suite 9300
Southlake, Texas 76092
Re: Wayfinding Sign Ystem fabrication and Installation
RFPA:RFPl007B46OCC10G020
Clayton,
We understand that the 9Uay window for Southlake to be awarded has passed.
PSG Will extend the terms of the UP Response including prices for 60-days. Pricing
shall stand as is
If you have any question feel free to call us
Sincerely,
James P. Be&ett
W212 Nictric BOUICVKd - Austin - T�.xas - 78158
800. 12-7. 1104 - 5 11494.00 07 - Fa:,: 512,494.0003
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