Item 5BCity of Southlake, Texas
MEMORANDUM
December 17, 2003
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Director of Community Services (xt. 1527)
SUBJECT: Renewal of contract with American Landscape Systems for landscape
maintenance of Town Square public areas
Action Requested: City Council approval to renew the contract with American Landscape
Systems for landscape maintenance of Town Square public areas for an
amount of $29,250.
Background
Information: The FY 2003 -2004 Parks and Recreation Division Budget contains funding
for contract mowing and landscape maintenance of Southlake Town Square
public areas, and State and city rights -of -way. 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 awarded the landscape
maintenance contract in January of 2002, at which time staff reviewed their
references and visited three sites they maintain. The references indicated
that American Landscape Systems provided quality service, attention to
detail, and the capability to perform all of the services required for the
successful performance of this contract. Staff site visits and experience
with American Landscape Systems during the last two years confirmed the
statements provided by the references.
The contract for landscape maintenance of Town Square public areas is for
one year expiring December 31, 2002, and provides the option for two one -
year contract renewals. The contract was renewed by City Council last year
for 2003. Staff contacted American Landscape Systems regarding their
interest in renewing the contract for a third and final year. American
Landscape Systems has expressed a desire to renew and indicated that they
would not be requesting an increase in the contract amount for the
upcoming year.
Financial
Consideration: The fiscal year 2003/04 budget includes funding to cover expenses
associated with contract mowing services including the public areas in
Town Square. American Landscape Systems submitted a cost of $29,250,
representing no increase from the original contract price as submitted in
2002.
Billy Campbell, City Manager
December 17, 2003
Page 2
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: Alternatives include:
• City Council approval to renew the agreement for an additional
twelve month period expiring on December 31, 2004.
• City Council decision not to renew the agreement for an additional
twelve month period.
• City Council input as desired.
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 Town Square public areas for an
amount of $29,250.
Billy Campbell, City Manager
December 17, 2003
Page 3
December 18, 2003
American Landscape Systems
Mr. Joseph Angelone
General Manager
2314 Glenda Lane
Dallas, Texas 75229
Dear Mr. Angelone:
The City of Southlake would like to renew the existing contract with American Landscape
Systems for the landscape maintenance of public areas in Town Square. Per Article 2.2 of
the Standard Form of Agreement, the proposed renewal would be effective for a twelve
month period ending December 31, 2004. There are no requests for cost adjustments
submitted by you to the City for the services to be provided. With acceptance of this
Contract renewal for the 2004 season, the pricing, conditions and requirements of the 2002
Contract will continue. This is the final renewal period as allowed under the existing
contract.
Should you have any questions regarding the renewal of this Contract please contact me at
(817) 481 -1527.
Sincerely,
Malcolm Jackson
Director of Community Services
Acceptance:
Mr. Joseph Angelone Date
American Landscape Systems