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Item 5CCity of Southlake, Texas MEMORANDUM January 16, 2002 TO: Billy Campbell, City Manager FROM: Kevin Hugman, Director of Community Services (ext. 1527) SUBJECT: Award of bid to American Landscape Systems for landscape maintenance of Town Square public areas Action Requested: City Council award of bid to American Landscape Systems in the amount of $29,250 for landscape maintenance of Town Square public areas. Background Information: The FY 2001 -2002 Parks and Recreation Division Budget contains a line item amount of $150,000 for contract mowing and landscape maintenance of Southlake Town Square public areas, State rights -of -way and public parks, facilities, and 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. The Town Square landscape maintenance contract with Cooper and Stebbins was not renewed for 2002 as a result of their request for an adjustment in price of 20% which exceeded the allowable 4% cost index increase per the Agreement. Staff reviewed this information with Cooper and Stebbins and informed them that the only options would be to either decrease their request for the FY 2002 landscape maintenance cost to an amount agreeable to the City or to re -bid the contract. Cooper and Stebbins choose not to decrease their requested price adjustment and as a result the contract was re -bid. The bid opening for this contract was held on December 20, 2001 in accordance with State bidding procedures. Five (5) contractors submitted bids for this project with the low bid being submitted by American Landscape Systems out of Dallas, Texas. Staff reviewed the references submitted by American Landscape Systems and visited three sites they currently 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 to St. Marks School of Texas, Haliburton Energy Services, and a medical complex at the corner IH -635 and Greenville Avenue confirmed the statements provided by the references. Billy Campbell, City Manager January 16, 2002 Page 2 The contract for landscape maintenance of Town Square public areas is a one year contract, renewable for two additional twelve month periods. Financial Consideration: The FY 2001 -2002 Parks and Recreation Budget allocates $150,000 for contract mowing services. Approval of this bid with American Landscape Systems in the amount of $29,250 leaves an unencumbered balance of $120,750 for State rights -of -way and public parks, facilities, and rights -of- way. A bid opening will be held January 29, 2002 for all remaining contract mowing to consist of the above mentioned State rights -of -way and public parks, facilities, and rights -of -way. Citizen Input/ Board Review: Not applicable. Legal Review: Process followed State bidding procedures. Alternatives: City Council review and consideration. Supporting Documents: Supporting documents include the following: ■ Bid Tabulation Staff Recommendation: City Council award of bid to American Landscape Systems in the amount of $29,250 for landscape maintenance of Town Square public areas. City of Southlake COMMUNITY SERVICES DEPARTMENT Billy Campbell, City Manager January 16, 2002 Page 3 BID TABULATIONS PROJECT NAME: Town Square Maintenance Services PROJECT NO: N/A WORKING DAYS: Annual Contract DATE: December 20,2001 ENGR. EST.: $ 30,000 BIDDER BID BOND BID AMOUNT American Landscape Systems Yes $29,250.00 Cooper & Stebbins Yes $31,996.00 North Haven Gardens Yes $34,279.00 TruGreen Land Care Yes $42,250.00 Vaughan Landscape Service Yes $72,625.50 06 -63 -0003