TOWN STAFF REPORT RECOMMENDATIONS
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Discuss, consider and act to approve Resolution 25-15 authorizing the Town Manager to expend funds for Town-wide landscaping and tree trimming services by Smith Lawn and Tree in the amount not to exceed $600,000.00 (Cheryl Taylor, P.E., Director of Public Works)
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STAFF: Cheryl Taylor, P.E., Director of Public Works
BACKGROUND:
This authorization will allow the Town Manager to pay for Town-wide landscaping services by Smith Lawn for the remainder of the fiscal year and falls within the total budgeted for landscaping services in the FY25 budget.
DISCUSSION:
Smith Lawn and Tree has been providing landscaping services to the Town of Westlake since 2020 by performing routine ground maintenance and tree trimming services at Town-owned facilities as well as within public parks and along the public rights of way and trail system.
The most current contract with Smith Lawn was approved by the Town Council on May 1st 2020 and is now expired. The Town of Westlake does not have a Parks Department to perform routine landscaping. Previous staff had directed Smith Lawn quarterly on landscaping projects throughout the fiscal year. Since 2022, Smith Lawn has only been directed to perform routine grounds maintenance and periodic special projects, so no annual landscaping projects have been completed since that time. The neglect along Davis Blvd. within the medians and along the northbound parkways have become an eyesore for the community. Approval of this item will allow for the expenditure of funds with Smith Lawn and Tree for Town-wide routine landscaping, tree trimming services, and special projects to clean up visible locations throughout the town in an amount not to exceed $600,000 which exceeds the Town Manager’s signatory approval and requires Town Council approval.
The total request this evening is as follows:
Total Amount Previously Expended thru 3/31/25 $219,000
Remaining FY25 routine maintenance - 166,000
Special Projects and on-going repairs thru FY25 215,000
Total Amount Requested (not to exceed) $600,000
Smith Lawn and Tree has an existing contract with the City of North Richland Hills for miscellaneous mowing and landscaping services, as well as an existing contract with the City of Southlake for tree trimming services. Council has recently approved interlocal agreements with the Cities of North Richland Hills and Southlake that allow the Town of Westlake to continue its relationship with Smith Lawn who has provided several years of exceptional customer service to the Town and continues to respond quickly and efficiently to clear storm debris, provide porter service along the public trail system, and perform staff directed special projects throughout the Town. The new scope of work through the interlocal agreements will improve the aesthetics of areas such as Glenwyck Park and the Davis Boulevard medians with more frequent mowing of native areas as well as the parkways along northbound Davis Boulevard that are in need of attention.
FISCAL IMPACT:
Funding for this agreement in an amount not to exceed $600,000 will be from the Public Works, Facilities and Parks approved operating budgets for fiscal year 2024-2025 and WILL NOT require a future budget amendment.
STAFF RECOMMENDATION:
Staff recommends approval of Resolution 25-15 authorizing the Town Manager to expend funds for Town-wide landscaping and tree trimming services with Smith Lawn in an amount not to exceed $600,000.
ATTACHMENT(S):
1. Resolution 25-15
2. Smith Lawn Service pricing for landscape maintenance through Master Interlocal Agreement with the City of North Richland Hills
3. Smith Lawn Service pricing for tree trimming services through Master Interlocal Agreement with the City of Southlake
TOWN COUNCIL ACTION/OPTIONS:
1) Motion to approve
2) Motion to amend with the following stipulations (please state stipulations in motion)
3) Motion to table
4) Motion to deny