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Item 5E City of Southlake, Texas M E M O R A N D U M December 27, 2005 TO: Shana Yelverton, City Manager FROM: Steve Polasek, Director of Community Services Consider renewal of contract with American Landscape Systems for SUBJECT: landscape maintenance of public areas in Town Square for a twelve month period ending December 31, 2006. Action Requested: City Council approval to renew the contract with American Landscape Systems for landscape maintenance of existing Town Square public areas for an amount of $30,150. Background Information: The FY 2005-2006 Parks and Recreation Division Budget contains a line item amount of $72,000 for contract mowing and landscape maintenance of Southlake Town Square public areas. This budgeted amount also accounts for future maintenance of the new parks and streetscapes. The annual contract for Town Square maintenance represents a high level of service to all public areas included within Southlake Town Hall and Town Square. Maintenance items include mowing, edging, fertilization, aeration, seasonal color, rye over seeding, clean-up, irrigation, and tree, shrub, and groundcover maintenance. American Landscape Systems of Dallas was originally awarded the landscape maintenance contract for Town Square maintenance in January of 2002. The contract was re-bid in November 2004 and was again awarded to American Landscape Systems as the low bidder. American Landscape Systems has provided quality service, attention to detail, and the capability to perform all of the services required for the successful performance of this contract. American Landscape Systems also has the contract with Cooper and Stebbins for maintenance of the privately held areas of Town Square. The existing contract for landscape maintenance of Town Square public areas is for one year ending December 31, 2005, and provides the option for three one-year contract renewals. Staff contacted American Landscape Systems regarding their interest in renewing the contract for a second year pending Council approval. American Landscape Systems has expressed a desire to renew and indicated they would not be requesting an increase in the contract amount for the upcoming year. Financial Consideration: The fiscal year 2005/06 budget allocates $72,000 for contract mowing and landscape maintenance services which includes the public areas in Town Square. American Landscape Systems submitted a cost of $30,150 Shana Yelverton, City Manager December 27, 2005 Page 2 for existing public areas representing no increase from the current contract price. Financial Impact: No increase to current budgeted allocations for this contract. Citizen Input/ Board Review: Not applicable. Legal Review: Renewal of previously reviewed standard form of agreement. Alternatives: City Council discussion and direction. Supporting Documents: Supporting documents include the following: Copy of renewal letter with American Landscape Systems Staff Recommendation: City Council approval to renew the annual contract with American Landscape Systems for landscape maintenance of Town Square public areas for an amount of $30,150. Shana Yelverton, City Manager December 27, 2005 Page 3