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