Item 10ECity of Southlake, Texas
MEMORANDUM
November 18, 2004
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Director of Community Services
SUBJECT: Award of bid to American Landscape Systems for landscape maintenance of
Town Square public areas
Action Requested: City Council approval to award the contract for landscape maintenance of
Town Square public areas to American Landscape Systems for an amount
of $30,150.
Background
Information: The FY 2004 -05 Parks and Recreation Division Budget contains funding
for contract mowing and landscape maintenance of Southlake Town Square
public areas. 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.
The City received and opened three bids on November 17, 2004 in
accordance with State bidding procedures. Two of the bids were
disqualified for failure to provide bid security in the form of a bid bond or
cashiers check. The sole qualifying bid was provided by American
Landscape Systems in the amount of $30,150.
American Landscape Systems of Dallas currently maintains both the public
and privately owned portions of Town Square through an existing contract
expiring December 31, 2004. American Landscape was originally awarded
the landscape maintenance contract in January of 2002. At that time staff
reviewed their references and visited three sites they maintain. During the
past three years 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. The proposed contract for
landscape maintenance of Town Square public areas is for one year expiring
December 31, 2005, and provides the option for three additional one -year
contract renewals.
Working in cooperation with the City during the bid process, Cooper and
Stebbins concurrently received bids for their portion of the landscape
maintenance in Town Square. Based on the bids received and past
performance of American Landscape Systems, Cooper and Stebbins have
indicated their intentions to continue their relationship with American
Landscape Systems.
Billy Campbell, City Manager
November 18, 2004
Page 2
Financial
Consideration: Funding is available in the fiscal year 2004 -05 budget for expenses
associated with landscape maintenance services for the public areas in
Town Square. American Landscape Systems submitted a cost of $30,150.
This cost is in line with the previous years expenses and staff estimates.
Financial Impact: No financial impact beyond current budget allocation. Proposed contract
costs in accordance with budgeted amount.
Citizen Input/
Board Review: Not applicable.
Legal Review: The City Attorney has reviewed the bid documents including the standard
form of agreement.
Alternatives: Alternatives include:
• City Council approval to enter into an agreement with American
Landscape Systems for the maintenance of the Town Square public
areas.
• City Council approval to enter into an agreement with American
Landscape Systems for the maintenance of the Town Square public
areas with input as desired.
• City Council decision not to approve entering into an agreement
with American Landscape Systems for the maintenance of the Town
Square public areas.
Supporting
Documents: Supporting documents include the following:
• Copy of the bid tabulation
Staff
Recommendation: City Council approval to award the contract for landscape maintenance of
Town Square public areas to American Landscape Systems for an amount
of $30,150.
Billy Campbell, City Manager
November 18, 2004
Page 3
City of Southlake
COMMUNITY SERVICES DEPARTMENT
BID TABULATIONS
PROJECT NAME: Town Square Landscape Maintenance DATE: November 17, 2004
EST.: $37,000
Vendor
Bid
Bond
( %)
PEA
Total
American Landscape Systems
2314 Glenda Lane
Dallas, Texas 75229
Yes
Yes
$30,150.00
New View
552 Fox Drive
Fort Worth, Texas 76179
No
No
$99,242
(Disqualified)
A -1 Jones Landscape
13401 Copper Canyon Drive
Haslet, Texas 76052
No
No
$125,554.00
(Disqualified)
06 -63 -0003