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HomeMy WebLinkAboutItem 18 - TreesITEM 0 19 MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ROGER NELSON, CITY MANAGER MEETING DATE: JANUARY 20, 2004 SUBJECT: APPROVAL OF CONTRACT RENEWAL, BID NUMBER 74-2001, TREES RECOMMENDATION: City Council to consider renewal of a contract to Unique Landscaping as primary supplier for an annual contract for the purchase and installation of various types of trees. A copy of the bid tabulation is attached for review. FUNDING SOURCE: 100-42205-312-3 General Fund/Parks Maintenance/Grounds Maintenance. Contract expenditures will not exceed the annual budgeted amount for this service. BACKGROUND: Bids were taken in accordance with Local Government Code Chapter 252, Subchapter B, Section 252.021 (a) and Section 252.041 (a). Bids were publicly read aloud per the attached tabulation sheet. Notice to bidders was published in the Grapevine Sun and the Fort Worth Star Telegram on November 23, 2000 and November 30, 2000. Council first approved this contract on January 9, 2001. The contract was approved for one year with three renewal options. This is the third renewal. This contract established fixed pricing for the purchase and installation of various types of trees to be used as needed by the Parks Department. The contract calls for the trees to be planted on private as well as public property. Due to this fact, the safety of the citizens of Grapevine and park patrons is a top priority when working within the City. January 9, 2004 (2:24PM) Council originally approved Hampton Landscaping as the primary supplier and Unique Landscaping as the secondary supplier for this service. During a previous contract period, the primary supplier (Hampton Landscaping) had several contract and safety violations documented by Staff. On several occasions, Hampton Landscaping was notified by certified mail of the violations but continued to be in non-compliance with the contract specifications and safety requirements. Because of safety concerns, Staff notified Hampton that they would no longer be used as the primary supplier for this service. Last year, Council approved the secondary supplier (Unique Landscaping) as the primary vendor for this service. Unique Landscaping has provided satisfactory service during the contract period. Staff recommends approval of a contract renewal to Unique Landscaping as primary supplier for the purchase and installation of trees. WN January 9, 2004 (2:24PM) 01/14/2004 15:30 4103066 CHARLES DENT January 9. 2004 A Future With A Past Kurt Kauffman Unique Landscaping 210 W. College Street, #110 Grapevine, Tx. 76051 Fax: 817-421-9524 Dear Mr. Kauffman: Reference our Request for Bid #74-2001, /trees (Annual Contract), which was initially awarded to your company on January 9. 2001. The annual contract will expire on January 16. 2004. WAN� A condition of the contra ct allows for a r enewal of the award on an annual basis with no change in any contract specifications, condition, or pricing for three (3) additional one (1) year periods. This is the third year renewal option. All renewals are subject to approval of the City Council of the City of Grapevine. If your company Is in agreement to continue under all of the current specifications, condition , and pricing as originally set forth in Bid Number 74-2001, please sign the attached contract agreement form and fax back to 817- 410-3066 immediately. if you decline this Invit ation to continue the contract, pi ease contact the Purchasing Office at (met ro) 817-410-3336 and speak with Susan Jost. Sincerely, R. Charles Dent, C.P.M. Purchasing Agent Cc- file Purcbasing - (817) 410-3336, fax (817) 410-3066 Office Address: 501 Si -lady Brook Drive, Room #108, Grapevine, Texas 76051 Mailing Address, P,O. 'Box 95104, Grapevine, Texas 76099 FY 01/14/2004 15:30 4103066 01/23/2004 10:50 5274229524 f3XJ�l3, � 194 !?.W 41? "3 4103066 CHARLES DENT A Purune Wth A PWt CONTRACT AUTHORIZATION FOR! Company Name,: un islue Landscaping Contract NudAr : 74 - 2t}01 Oontrac't 'T'itle: Tr evs Contract Period: ,tarotary 17. 2004 to January 16. 2045 fel ease cwK the apQt'wi ate box and fi i 1 in all 'Of th8 'N uested " fbrmat'f o r PAGE 03 PAX e2?02 4 Dur cogpany would 11VC t9 refw contract rr tj%Wr 7a -244r for the items 115ted on Attachment A. under thg terp$ Q the agraMent: a We will mai ntg1 m thq Curr eat pr i ci n9 11 stt d o+, dttackmnt A for the contract period of J*MA:' y 37, 2004 to January 1€. 2045. _�Y sloes Wt x fsfs to re,r ttfl s C0 ntroct . ws under stand that the crxtrecr_ prIcitV WO prrvi nusly offered to the City of Grape -vine will End on Jot%u:+ry 16.P-004 Co"PANY NAME AND ADDRESS: RiJf�IC IZEt} ci3MFMY REFAESENTMVE_ Ccmrpany'Nause "-7"�' �'� Represi+Trtativx snw tpr� n+,1 W.— - C yn Addre$5 R>spresetrtat us Title �1 C'fty. Sta::k. dp F.'eDrevsea4€aki•r+a N fSiCir�i� Covp0xn Y Carrt:rlct e�ei i address i xrt hasi� - (ii�'l) 4i�y 333$: FflK (1317) 410-3"6 Mee ,A &CSS: 501 StWdy BTMIK DliVel Rom frf108. Gtape,ine. 'i' XW 7W31 Mailing Add v-; P,0. $aR 95204. Qrspe�ix►e, Xe�ns "<�099 F7 E 01114/2004 15:30 4103066 Dec -17-2002 0S!47om From -CITY OF 6RAPEYINE STATE OF TEX,:,;, COUNTY CSF TARRANT CITY OF GRAPEVINE CHARLES DENT 917�110305i 2-N "RACr PAGE 01 T-916 P.002/002 F-014 KNOWN ALL MEN BY THESE PRESENTS: THIS CONTRACT is Mt ide and entered into as of the 7th day of JANUARY, 2003, (bate of City Council Meeting] t)y and between the City of Grapevine, a municipal corporation of Tarrant County, Texas thereinafter referred to av "City-, which term shall be eonstrdeO to include env officer, represenwilve, commission or board of the City having authority to represent or act for it, in ralation to any part of the subject of this Contract?. and UNIQUE LANDSCAPING [Name of Contractor/ Successful BidderJ, with offices located at 210 W.. COLLEGE STREET, #110, GRAPEVINE, TX 76051 [ACICiN I, hereinafter referred to as "Contractor". RECITALS WHEREAS, the Gita/ desires to purchase TREES on an annt381 Contract basis; and %NHEFEAS, the Contractor Uwrfls 10 sell TREES on an annual contract Oasis. NOW, THEREF( .. - _::...: p—miesm. and the mutual oovonants and agreements hereinafter set 101th, the City . :i: ` :ja. .,a'....a•? ,...:C'.': Sactio . I,. ,r ; a. The Contractor shall sell to The City of Grapevino, TREES as described in The �pe;:ifl-ations of Invitation to Birt No. 74-2001 to tho plaoq and by the date And time indleated in the hid, h: The Contract price is set forth and incorporated as initially awarded on January 9, 2001, C. The Contractor hereby agrees to all the terms and conditions initially a-vvardad on January 9. 2001. IN WiTNiESS 'vVHFAEC'�F, the parties here",C? have executed this contract this 7TH day of JANUARY, 2003. iDats cf G�ty Council Meeting). CONTRACTOR: (iTrinic Name and Title] [Sign t re] NOTARY' N,M0F; [TYPE0iPPINTEDI. .,'�] _7URE. DATE' CITY Or GRAPEVINF' ]Printed Name and Title] BY: ____ __ �(Slgnsturei NOTARY STAMP n.4 ST SEAFI=FIXED TO THIS PAGE