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Item 4ECity of Southlake, Texas M E M O R A N D U M December 12, 2006 TO: Shana Yelverton, City Manager FROM: Steve Polasek, Director of Community Services Approval to renew contract with American Landscape Systems for SUBJECT: landscape maintenance of public areas in Town Square and Central Park in the amount of $73,050 Action Requested: City Council approval to renew the contract with American Landscape Systems for landscape maintenance of public areas in Town Square and Central Park in the amount of $73,050. Background Information: The FY 2006-2007 Parks and Recreation Division Budget contains a line item amount of $181,900 for contract mowing and landscape maintenance within the City to include Town Square, City facilities, and right-of-way mowing. The areas included in this contract are the parks and public areas in Southlake Town Square which include the new Grand Avenue, Plaza Park, McPherson Park, Summit Park, and upon completion “Central Park” located in the Shops of Southlake development. The annual contract represents a high level of service to these public areas and includes maintenance items such as 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. Upon expiration the contract was re-bid in April of 2006 with 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, 2006, and provides the option for four one-year contract renewals. This will be the first renewal option. 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. Shana Yelverton, City Manager December 12, 2006 Page 2 Financial Consideration: The fiscal year 2006-07 budget allocates $181,900 for contract mowing and landscape maintenance services within the City, of which $80,850 was programmed for the services included in this proposed contract. Financial Impact: No increase in costs proposed for FY 2006-07. 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 contract with American Landscape Systems for landscape maintenance of public areas in Town Square and Central Park in the amount of $73,050. Shana Yelverton, City Manager December 12, 2006 Page 3