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Item 4QCity of Southlake, Texas MEMORANDUM November 20, 2007 TO: Shana Yelverton, City Manager FROM: Steve Polasek, Director of Community Services SUBJECT: Approve renewal the contract with American Landscape Systems for landscape maintenance of public areas in Town Square and Central Park in the amount of $73,050 for a twelve month period ending December 31, 2008 Action Requested: City Council approval to renew the contract with American Landscape Systems for landscape maintenance of Town Square and Grand Avenue public areas to include McPherson, Summit, and Central Parks for an amount of $73,050. Background Information: The FY 2007 -2008 Parks and Recreation Division Budget contains a line item amount of $249,269 for contract mowing and landscape maintenance. The annual contract for Southlake Town Square and Grand Avenue public areas, McPherson Park, Summit Park and Central Park represents a high level of service to all public areas including 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 in January of 2002, at which time staff reviewed their references and visited three sites they maintain. The contract was re -bid in March of 2006 to include Grand Avenue public areas, McPherson, Summit, and Central Parks. American Landscape Systems was low bidder and was awarded the contract which provides the option for four (4) one year renewals. American Landscape Systems has expressed a desire to renew the contract and indicated that they would not be requesting an increase in the contract amount for the upcoming year. This would be the 2 nd of four possible renewal options. City Council previously renewed this landscape maintenance contract in December of 2006 for calendar year 2007. Financial Consideration: The fiscal year 2007 -08 budget allocates $249,269 for contract mowing services. American Landscape Systems submitted a cost of $73,050 for that portion including Town Square, Grand Avenue, Summit, Central and MacPherson parks representing no increase from the original contract price. Financial Impact: No increase in cost resulting from proposed contract renewal. Funding is available for this item in the approved FY 2008 General Fund budget. Shana Yelverton, City Manager November 20, 2007 Page 2 Citizen Input/ Board Review: City Council previously renewed this contract in December of 2006 for calendar year 2007. Legal Review: Renewal of previously reviewed standard form of agreement. Alternatives: City Council discussion and input. Supporting Documents: Supporting documents include the following: ■ Copy of the 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 for a twelve month period ending December 31, 2008 Shana Yelverton, City Manager November 20, 2007 Page 3 De P�; I q;E2 o Parks an Recreati November 7, 2'007 American Landscape Systems Mr. Jo wph Angelone General Manager 1718 Midway Rd Lewisville, Texas 75229 Dear Mr. Amgelone: The City of Southlake would like to renew the existing contract with American Landscape Systems for the landscape nuintcnowe of public areas in Town Square_ per Article 2.2 of the Standard Form of Agreement, the proposed renewal would be effectivc Jan iy 1, 2008, for a twelve month period ending December 31, 2008. There are no reqmts for cost adjustments submitted by you to the City for the services to be provided. With acceptance of this Contract renewal for the 2008 season, the pricing, conditions and requirements of the 2008 Contract will continue. Currently included are Town Square and Grand Avenue public spaces, with Summit: Park and Central Park to be added within the contract pricing with City acceptance of those areas. Should you have any questions regarding the renewal of this Contract please contact rite at your convenience at (8 17) 748.8026 - Sincere ly, �1 x" Julie Dove V Parks Project Coordinator Acceptance: .Mr. Jesepb ,Angelone Date American Landscape Systems