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
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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