Item 4L - MemoItem 4L
CITY OF
SOUTH LAKE
MEMORANDUM
(June 18, 2024)
To: Alison Ortowski, City Manager
From: Rob Cohen, Director of Public Works
David J. Miller, Director of Community Services
Subject: Ratify expenditures with Sims Grass Inc. for sod services in an
amount of $83,631.20.
Action
Requested: The purpose of this item is to seek City Council approval to ratify
expenditures of $83,631.20 with Sims Grass Inc. for sod services.
Background
Information: The City of Southlake requires the assistance of a third -party vendor
to complete large-scale sodding projects as the need arises. In FY
2024, Sims Grass Inc. was selected as the primary provider of sod
and installation services. This informal procurement prevented the
contract value from exceeding $50,000 since annual expenditures
over the past several years were less than this amount.
In March 2024, another department had additional projects which
required sod installation from Sims Grass in an amount of $40,451.
These expenses, combined with what Public Works already spent in
FY2024 exceeded the maximum allowable contract amount.
Therefore, this contract requires ratification from City Council.
Requisite controls are now in place affording multiple departments to
see combined expenditures against a single spend authorization.
Financial
Considerations: Funding for sod and installation services is available from the City's
Capital Improvements Program and department operational
Budgets.
Strategic Link: This item links to the City's Strategy Map strategic focus area of
Infrastructure. It specifically relates to the City's Corporate Objective,
F2: Invest To Provide & Maintain High Quality Public Assets.
Citizen Input/
Board Review: None.
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Item 4L
Legal
Review: None.
Alternatives: The City Council may approve or deny the request.
Staff
Recommendation: Ratify expenditures with Sims Grass Inc. for sod services in an
amount of $83,631.20.
Supporting
Documents: Attachment A: GL Summary - Sims Grass Inc - FY2024
Attachment B: Sims Grass Inc RFP220006 Renewal 2023-
2024[25521 ]
Staff
Contact: Rob Cohen, Director of Public Works
David J. Miller, Director of Community Services
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