Item 5JCity of Southlake, Texas
M E M O R A N D U M
March 23, 2006
TO: Shana Yelverton, City Manager
FROM: Steve Polasek, Director of Community Services
Award of bid to American Landscape Systems for landscape maintenance
SUBJECT:
of Town Square and “Central Park” in the amount of $73,050
Action Requested:
City Council consideration of award of bid to American Landscape
Systems for the landscape maintenance of Town Square, including the
Grand Avenue District and “Central Park,” in the amount of $73,050.
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 to include park
areas and streetscapes associated with the new development. The annual
contract for Town Square maintenance represents a high level of
landscape service for public areas to include such items 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 in January of 2002.
The contract was re-bid in November 2004 and was again awarded to
American Landscape Systems as the low bidder. The project was re-bid
in March 2006 to include the Grand Avenue District and the soon to be
completed Summit Park and “Central Park” located in the Shops of
Southlake.
The bid opening for this project was held on March 17, 2006. Staff
conducted the bid process in compliance with applicable laws and
procedures. Information was sent to nine (9) contractors who had
expressed interest and the project was advertised in the Fort Worth Star
Telegram on two consecutive weekends. Three companies responded as
follows:
American Landscape Systems, Inc $ 73,050.00
O’Donnell’s Landscape Services $ 112,110.00
TruGreen LandCare $ 280,902.99
Per the specifications, the award is based on the bid which offers the
best value to the City when considering the following:
- Best Price (40%)
- Professional Competence (35%)
Years of experience
Shana Yelverton, City Manager
March 23, 2006
Page 2
References
Quality of work
Ability to perform work as specified
- Financial Integrity (20%)
- Minority Owned/Southlake Business (5%)
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, as well as the landscape
installation contract for the Grand Avenue District.
The proposed contract ($73,050) is for a twelve month period, and
provides for four (4) one-year renewals.
Financial
Consideration:
The fiscal year 2005-06 budget allocates $72,000 for contract mowing
and landscape maintenance services. The proposed contract start date for
Town Square and Grand Avenue is projected in April, with Summit Park
anticipated to come on line in May, and “Central Park” projected for late
summer. As such, current fiscal year funding ($72,000) is adequate for
this agreement with a minor budget adjustment anticipated in fiscal year
2006-07.
Financial Impact:
Not Applicable
Citizen Input/
Board Review:
Not Applicable
Legal Review:
The bid specifications were reviewed by the City Attorney and the bid
process conducted by the City’s Purchasing Agent.
Alternatives:
City Council discussion and direction.
Supporting
Documents:
Supporting documents include the following:
Bid tabulation
Best Value scoring sheet
Reference letter from Town Square regarding installation warranty
Staff
Recommendation:
City Council consideration of award of bid to American Landscape
Systems for the landscape maintenance of Town Square, including the
Grand Avenue District and “Central Park”, in the amount of $73,050.
Shana Yelverton, City Manager
March 23, 2006
Page 3
Shana Yelverton, City Manager
March 23, 2006
Page 4
Shana Yelverton, City Manager
March 23, 2006
Page 5
RFB 003-06/DR Town Square Landscape Maintenance
Best Value Weighted Percentages
American Landscape Systems
SCORE
1. Best Price – 40% 40
Low Bidder at $73,050
2. Professional Competence – 35% 35
5% Years of experience - 21 (5)
10% References – Excellent (10)
10% Quality of Work – Excellent (10)
10% Ability to perform as specified – Excellent (10)
3. Financial Integrity – 20% 20
Privately held firm in business 21 years. Appears sound financially
4. Minority Owned / Southlake Business 0
Not Applicable
Total weighted score 95 out of possible 100
O’Donnell’s Landscape Services, Inc.
1. Best Price – 40% 26
Second Low Bidder at $112,110
2. Professional Competence – 35% 32
5% Years of experience - 6 (5)
10% References – Good (9)
10% Quality of Work – Good (9)
10% Ability to perform as specified – Good (9)
3. Financial Integrity – 20% 20
Privately held firm. Appears sound financially
4. Minority Owned / Southlake Business 5
Not Applicable
Total weighted score 83 out of possible 100
Shana Yelverton, City Manager
March 23, 2006
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