Loading...
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