Downtown Development Authority Tuesday, April 15, 2025 8:30 AM
107 S. Olive Avenue, Suite 200 West Palm Beach, FL 33401 https://downtownwpb.com/DDA
ATTENDANCE
DDA Board members in attendance: Chair Rick Reikenis, Vice Chair Robert Sanders, Peter Cruise, Daryl Houston, Tim Harris, Bernardo Neto DDA Staff in attendance: Teneka James-Feaman, Samantha Moore, Marley Angervil Catherine Ast, Krystal Campi, Tiffany Faublas, Sabrina Lolo, Sherryl Muriente, and Attorneys Zoe Weiser-Dalton and Janice Rustin LLW. Guests in attendance: Linda Cullen. Mike Schmiot, Amelia Sherfield, Jonathan Hopkins, Mark Bymaster, Lt. Lori Colombino, Chief Tony Araujo.
CALL TO ORDER
Chair Reikenis called the meeting to order at 8:30 a.m.
PUBLIC COMMENTS
None.
EXECUTIVE
DIRECTOR’S REPORT
James-Feaman reported that she met with Chief Araujo as directed by the Board at the March Board meeting. She added that a recap was sent to each board member after that meeting and reviewed the outcomes of the meeting. Outcomes include addressing staffing issues, overtime detail tier adjustments, and quality of life assessments that PD will be conducting monthly. She thanked the Chief and Lt. Colombino for attending the board meeting today to present updates and answer board questions. Additionally, James-Feaman has reconvened the Task Force, which is a small working group of businesses, developers, and residents to identify opportunities downtown.
She then addressed ongoing noise concerns, particularly regarding rooftop businesses. Discussions are underway with the city to explore possible code modifications or recommendations that would help find a reasonable compromise between business operations and resident concerns. James-Feaman also provided an update on tenancy along Clematis Street, stating that efforts are being made to collaborate with property owners to fill vacant spaces. Additionally, several new businesses downtown have expressed interest in valet services. Meetings are currently being scheduled to explore how valet operations could be incorporated. She informed the Board that the citywide RFP for Transportation Mobility was officially posted on April 9th.
James Feaman announced the launch of the first-ever residential survey, designed to connect with downtown residents and gather feedback on current programs and future initiatives as planning begins for the next fiscal year. Lastly, she mentioned that in lieu of the former SunFest weekend (the first weekend of May), the DDA is working with the city to host a new event called “Vintage Vibes.” A free family-friendly event including music, arcade games, roller skating, antique vendors, and more.
PRESENTATIONS
WPB Police OT Update
Lt. Colombino delivered a slideshow presentation addressing ongoing issues affecting the downtown area. She outlined several innovative strategies to address complaints, focusing on innovating and enhancing safety, strengthening security measures, and continuing partnerships and programs. Lt. Colombino highlighted the success of the department’s Quality-of-Life Operation in the downtown area, which has proven to be highly effective. The Quality-oflife operations aim to enforce violations as well as offer resources to facilitate long term solutions for those in need.
Additionally, Lt. Colombino informed the board that Chief Araujo implemented a tiered overtime system; which allows for overtime shifts to be filled in priority order. The DDA overtime detail is a tier one meaning that those are priority shifts to be filled. The DDA overtime officers are to be highly visible, and e-bikes are preferred. The overtime detail calls for 4 additional officers daily in the downtown area. The weekday shifts are 6 hours each 2 daytime and 2 nighttime; the weekend shifts are 6 hours as well and all-day shifts
Lt. Colombino shared that there is a position open for a daytime EDU officer that will be working Monday – Friday from 7am – 3pm focused on EDU business and residential needs. An upcoming initiative was also discussed: the PBSO Task Force Officer (TFO) Program, which includes an officer from West Palm Beach Police working alongside a therapist and clinician. This crisis response team will patrol together and address issues proactively as they arise. Chief Araujo added that they are excited for these new initiatives and thanked the board for their continued collaboration with West Palm Beach Police Department to maintain safety downtown. He reassured the board that efforts are underway to increase staffing levels and address stakeholder concerns. James Feaman added that she will be organizing meetings with stakeholders to reinforce and support the “No Trespassing” initiative.
CONSENT CALENDAR
Minutes of Regular Board Meeting March 18, 2025
Financial Statement of March 31, 2025
Sanders made a motion to approve the consent calendar. Cruise seconded the motion. The motion passed unanimously.
OLD BUSINESS
RFP 2025 – 001 Landscaping Services
Ast announced that the Landscaping RFP has officially closed, with eight qualified respondents. The Selection Committee will convene on April 23, 2025, to evaluate and rank the submissions. Ast asked whether the Board would prefer to proceed with the committee’s top-ranked choice or if they would like presentations from the top three respondents. Chair Reikenis opened the topic for discussion. After deliberation, the Board agreed to accept the Selection Committee scoring and move forward with contract negotiations at the next board meeting. Cruise made a motion to accept the Selection Committee results and move forward with contract negotiations. Vice chairman Sanders seconded the motion. The motion passed unanimously.
WPB Mobility Coalition / WPBgo Agreement
James Feaman introduced Hopkins, WPB Mobility Coalition Executive Director, to present an update on the Mobility Coalition efforts. He shared that a university working group has been formed and discussed the Coalition’s ongoing public and private partnerships. One initiative includes making e-bikes more accessible and affordable for residents through a $1,000 point-of-sale voucher aimed at reducing transportation costs and ease traffic congestion. The pilot
program will launch in June for residents of Coleman Park. Hopkins then introduced Sherfield, WPBgo Program Manager, who spoke about the evolution of the Mobility Coalition.
James-Feaman added that at the November 2024 board meeting the Board approved allocating $100,000 in funding to The WPB Mobility Coalition/WPBgo per fiscal year for the next three years and directed staff to work on a multiyear agreement. Both parties and legal have reviewed the agreement and staff recommends approval.
Sanders made a motion to approve the WPB Mobility Coalition (WPBgo) multiyear agreement. Cruise seconded the motion. The motion passed unanimously.
NEW BUSINESS
FY 2023-2024 Financial Audit
Moore reviewed the results of the 2023 – 2024 Financial Audit with the board. Each board member was provided with a copy of the final audit. There were no findings related to the DDA’s financial system design or the effectiveness of the system of internal control. She introduced Mark Bymaster, from Nowlen, Holt, & Miner, P.A., to answer any questions the board has. The board reviewed and discussed the audit results. Staff recommended accepting FY 2023 –2024 Audit.
Sanders made a motion to accept the FY 2023 – 2024 Financial Audit. Neto seconded the motion. The motion passed unanimously.
Trash Can Replacement
Ast provided an update on the trash can replacement initiative in the downtown area. She reported that several trash cans along Clematis Street were identified as needing replacement due to deterioration. Ast presented Phase 1 of the project, which outlined the number of trash cans requiring replacement, the individual installation costs, and the total estimated cost for the project. Phase 1 includes 43 trash cans on Clematis Street for an estimated cost of $65,000. Neto inquired about the capacity of the trash cans. Ast explained that the cans are manually emptied and therefore cannot exceed 50–60 pounds in weight. James Feaman added that, prior to the partnership with Block by Block, trash cans were being emptied improperly, which contributed to excessive wear and tear. Since Block by Block began servicing the area, the quality and consistency of trash removal have improved.
Harris made a motion to approve the trash can replacement project Phase 1. Sanders seconded the motion. The motion passed unanimously.
ANNOUCEMENTS
None.
ADJOURNMENT
Sanders made a motion to adjourn the meeting Cruise second the motion. The motion passed unanimously. The meeting adjourned at 9:51am
Board Financials
West Palm Beach Downtown Development Authority
For the Period Ending April 30, 2025
Prepared on May 7, 2025
No CPA provides any assurance on these financial statements.
Balance Sheet Comparison
As of April 30, 2025
October 2024 - April 2025
4,665,874,886.00
MEMO
TO: DDA Board
Rick Reikenis, Chairman
Robert Sanders, Vice Chairman
Samantha Bratter
Peter Cruise
Tim Harris
Daryl Houston
Bernardo Neto
FROM: Catherine Ast, District Services Manager
RE: Landscaping Agreement
DATE: Tuesday, May 20, 2025
The DDA Landscaping Selection Committee convened on April 24, 2025, to evaluate the eight (8) qualified proposals received in response to RFP 2025-001 for landscaping services. Following a thorough review and discussion, the committee assigned the following scores:
1. Scott Lewis’ Gardening – 96.25
2. Property Works – 88.13
3. Brightview – 85.63
4. UG2 LLC – 75.63
5. Superior Landscaping & Lawn Service, Inc. – 74.06
6. Mainguy Landscape Services – 68.44
7. Alligator Landscaping, Inc. – 63.13
8. Gold Coast Property Maintenance – 48.44
Based on these results, the committee recommends moving forward with an agreement with the top-ranked proposer, Scott Lewis’ Gardening. A draft agreement has been prepared and is being presented to the Board for review.
Staff is requesting approval to proceed with finalizing the agreement.
LANDSCAPING SERVICES AGREEMENT
THIS AGREEMENT is hereby made and entered into this 20th day of May, 2025 (“Agreement”), by and between the West Palm Beach Downtown Development Authority, an Independent Special District (“DDA”), whose address is 107 S Olive Avenue, Suite 200, West Palm Beach, Florida 33401, and Scott Lewis’ Gardening and Trimming, Inc., a Florida Profit Corporation (“Contractor”), whose address is 514 14th Street, West Palm Beach, FL 33401 (together, the “Parties”).
WHEREAS, the DDA has requested proposals for a landscaping services company to provide landscaping services throughout the downtown on behalf of the DDA as set forth in RFP 2025–001 Landscaping Services for Downtown West Palm Beach; and
WHEREAS, the DDA has selected Scott Lewis’ Gardening and Trimming, Inc., as the provider who could best serve the interests of the DDA in performing landscaping services.
NOW, THEREFORE, in consideration of the mutual covenants contained herein, and other good and valuable consideration, the receipt of which is hereby acknowledged by both Parties, the Parties agree as follows.
1. RECITALS: The above recitals are true and correct.
2. SCOPE OF WORK: Scott Lewis’ Gardening and Trimming, Inc., shall provide to the DDA the services as set forth in Exhibit A, “Scope of Work”.
3. COMPENSATION: The DDA shall pay a fee of $36,193.62 per month for the services set forth under Exhibit A, “Scope of Work”. In addition, the DDA may request that the Contractor perform additional services beyond those set for in Exhibit A (“Additional Services”). The DDA shall make any request for Additional Services in writing. Prior to the commencement of any Additional Services, the Contractor shall provide a written quote for the fee for such services, which must be approved in writing by the DDA. In no event shall the total amount of service fees under this Agreement exceed FIVE HUNDRED AND FIFTY THOUSAND DOLLARS ($550,000.00) annually, unless there is a written addendum executed to this Agreement.
4. COMMENCEMENT; TERM; TERMINATION OF AGREEMENT: This Agreement shall commence on August 1, 2025, and shall be effective only when signed by all Parties The initial Term of this Agreement shall be for a period of three (3) years and may be extended for one (1) additional three (3) year term by mutual agreement of the Parties. This Agreement may also be terminated by the DDA upon sixty (60) days written notice to the Contractor via hand delivery, certified mail, or national courier service (i.e. Federal Express) delivered to the following address: 514 14th Street, West Palm Beach, FL 33401.
5. INDEPENDENT CONTRACTOR; INSURANCE AND INDEMNITY: The Parties understand and acknowledge that Scott Lewis’ Gardening and Trimming, Inc., is an independent contractor and not an agent of the DDA and as such is obligated to procure and maintain insurance necessary to cover all services rendered. Scott Lewis’ Gardening and Trimming, Inc., upon execution of this Agreement, hereby agrees to the Insurance and Indemnification requirements as set forth in Exhibit “B”.
6. RFP AND RESPONSE INCORPORATION: The terms and conditions of the DDA’s request for proposal (DDA RFP No. RFP 2025–001) and Scott Lewis’ Gardening and Trimming, Inc., fully executed response to the RFP are attached hereto as composite Exhibit “C” and are hereby incorporated into this Agreement.
7. GOVERNING LAW: This Agreement shall be governed and construed in accordance with the laws of the State of Florida, and venue shall be in Palm Beach County should any dispute arise with regard to this Agreement and the services performed here under.
8. ATTORNEYS’ FEES: Should a dispute arise, the prevailing party, both at the trial and appellate levels, shall be entitled to all costs and attorney’s fees.
9. NON-ASSIGNMENT: This Agreement may not be assigned without prior written consent of the Parties.
10. PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Statutes, Scott Lewis’ Gardening and Trimming, Inc., must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Scope of Work. Upon request, Scott Lewis’ Gardening and Trimming, Inc., must provide the public with access to such records in accordance with access and cost requirements of Chapter 119, Florida Statutes. Further, Scott Lewis’ Gardening and Trimming, Inc., shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Scope of Work are not disclosed except as authorized by law. Finally, Scott Lewis’ Gardening and Trimming, Inc., shall retain the records described in this paragraph throughout the performance of the work described in the Scope of Work, and at the conclusion of said work, transfer to the DDA, at no cost to DDA, all such records in the possession of Scott Lewis’ Gardening and Trimming, Inc., and destroy any duplicates thereof. Records that are stored electronically must be transferred to DDA in a format that is compatible with DDA’s information technology systems.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS BY MAIL AT 107 SOUTH OLIVE AVENUE, SUITE 200, WEST PALM BEACH 33401, BY TELEPHONE at (561) 833-8873 OR BY E_MAIL AT info@downtownwpb.com.
12. NO WAIVER OF BREACH: The failure of DDA to insist in any one or more instances upon strict performance of any one or more of the covenants, terms and conditions of this Agreement shall not be construed as a waiver of such covenants, terms and conditions, but the same shall continue in full force and effect, and no waiver of the DDA of any one of the provisions hereof shall in any event be deemed to have been made unless the waiver is set forth in writing, signed by DDA.
13. PARTIAL INVALIDITY - SEVERABILITY: If any term, covenant, condition, or provision of this Agreement shall be ruled by a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder shall remain in full force and effect and shall in no way be affected, impaired, or invalidated.
14. ENTIRE AGREEMENT; FUNDING CONTINGENCY: This Agreement, along with all other documents referred to in paragraph 6, above, constitute the entire understanding of the Parties with respect to the provision of services as set forth herein to be performed by Scott Lewis’ Gardening and Trimming, Inc., No modification shall be made to this Agreement unless such modification is in writing, agreed to by both Parties and attached hereto as an addendum to this Agreement. This Agreement and all obligations of the DDA are subject to and contingent upon annual budgetary funding and appropriations by the DDA.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed on the day and year first written above.
WITNESS:
CONTRACTOR: By: By: Scott P. Lewis, President
(Corporate Seal)
Attest:
Teneka James, Executive Director
WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY
By: Rick Reikenis, Chairman
EXHIBIT A – SCOPE OF WORK
The following service items shall be provided for all areas listed in the Scope of Work section of this RFP: The quantities listed are approximate, not guaranteed.
1. Providing landscape care and maintenance five (5) days a week within the Downtown District during daytime hours, approved by the DDA.
2. Care and Maintenance includes healthy, visually appealing, live plants. Fertilizer, pruning, trimming, cutting, mowing, hauling of debris, removal of trash and litter, proper disposal of all trimmings, trash and waste. Does not include full pruning and trimming of trees, just daily care.
3. Be able to properly provide all plants, materials, labor, equipment, vehicles and other items required to properly execute the services requested in this RFP. Plant replacement cost is billable with approval.
4. Maintain optimal plant life, keeping them in a condition that is always visually appealing.
5. Tree care can maintenance includes minor pruning of low branches, fertilizer if needed, watering, and observation of health of tree. Proposer should inform the DDA if any tree is in bad health. Annual trimming for health of the tree is not included in this scope, however, pricing is requested on price proposal from.
6. Ensure all landscaping areas are free of dead plants, debris, weeds, trash and any other item that are not benefiting the overall health of the landscaping.
7. Provide inspection, operation and care of the irrigation system parts that are above ground (timers, clocks, sprinklers, drip lines, etc.) to ensure proper irrigation of landscaping.
8. Provide information to show that Proposer can truck in water and provide hand watering of any and all landscaping when necessary to maintain optimal plant and tree health.
9. Provide daily reporting for all tasks completed and issues found.
10. Be able to address items that come up with a rapid response, for example, broken water line.
11. The Downtown has many businesses and residents that must be accommodated and therefore, we have multiple parameters regarding when certain types of work can be done and how certain tasks need to be done in order to not hinder the daily activities of our Downtown. Proposers will need to be flexible and accept direction from DDA regarding these parameters.
12. SERVICE AREA LIST: Scope of Work is to be provided for, but not limited to, the following areas and tasks within the Downtown District:
A1. Clematis Street Corridor: Execute a landscape care and maintenance schedule for Clematis Street from the 100 blocks (North Clematis and South Clematis) through the 900 block of Clematis Street (This is Clematis Street from Flagler Drive to Tamarind Avenue). Included in these blocks are the following items:
a. Hanging baskets - There are approximately 164 hanging baskets. See Hanging Basket Specifications below.
b. All plant beds - Each block has various numbers and sizes of plant beds. See Bed Type List below.
c. Trees – General care of trees, includes watering, pruning of lower branches. Full trimming or annual trimming is not included in daily care.
i. Approximate tree counts – 247, mainly Southern Live Oaks. Other types include multiple varieties of Palms, Royal Poinciana, and other types.
d. Mowing of grass
e. Weed eating
f. Edging
g. Removal of debris in plant beds on Clematis Street Monday – Friday
h. Monthly full irrigation wet checks
i. Any miscellaneous, above ground, irrigation repairs
A2. Outer Area Intersections and Medians: Execute a landscape care and maintenance schedule for the following plant beds within Downtown. The services should include Mowing of grass, weed eating, edging, removal of debris from landscape areas, irrigation wet checks where applicable, miscellaneous above ground irrigation repairs, and General care of trees, not cutting or trimming. Included in these areas are the following:
a. Beds at Dixie Hwy and Loftin St / Quadrille Blvd.
b. Beds at Dixie Hwy and 5th St.
c. Beds at Dixie Hwy and 4th St.
d. Beds at Dixie Hwy and 3rd St.
e. Beds in median of Dixie Hwy, from Quadrille Blvd / Loftin St. south to Banyan Blvd.
f. Bed at Banyan Blvd and Dixie Hwy.
g. Beds at Dixie Hwy and Datura St.
h. Beds at intersection of Dixie Hwy and Evernia St.
i. Beds at intersection of Dixie Hwy and Fern St.
j. Beds at the intersection of Dixie Hwy and Hibiscus Ave.
k. Beds at the intersection of Rosemary Ave and Datura St.
l. Beds at the intersection of Rosemary Ave and Evernia St, not included is the bed on the SE corner of Rosemary Ave., and Evernia St., on the 360 Rosemary Property.
m. Beds at the intersection of Rosemary Ave., and Fern St., not included is the bed on the NE corner of Rosemary Ave., and Fern St., on the 360 Rosemary Property.
A3. Expanded Service Areas: Execute a landscape care and maintenance schedule for the following service areas. The services should include mowing of grass, weed eating, edging, removal of debris from landscape areas, irrigation wet checks where applicable, miscellaneous above ground irrigation repairs, and the general care of trees, but not the cutting or trimming and plant beds. The following service areas and tasks should be included in the landscape and maintenance schedule:
Area A3-1 - Rosemary Corridor: All Oak trees along the roadway (public right of way) of Rosemary Ave., from Clematis St. south to Evernia St., and the Oaks on the west side of Rosemary Ave., from Evernia St. to Fern St., and the circular beds around them. The landscape on the west side of the right of way (360 Rosemary property) from Evernia St. to Fern St., is not part of this RFP. The landscape in front of the west side of Publix is also not part of this RFP.
Area A3-2 - 600 Block Evernia Properties: Vacant properties located on the south side of Evernia St., from Rosemary Ave. on the east, to Sapodilla Ave. on the west and the alleyway on the south. One of these properties has a vacant house on it, this is referred to as “Joel Daves House”. This property is also included. Services should include mowing, edging, weed eating, and removal of debris and litter. Plants along the fence line on all sides should be kept clear of the sidewalk.
Area A3-3 - Fern Street: Plant beds located along Fern St., from Sapodilla Ave. to Quadrille Blvd., and Sapodilla Ave, from the alleyway to Fern St., between the Roadway and the sidewalk are included. More specifically:
• Hedges and plant beds located on sidewalks and public rights of way are included.
• From the edge of the building to the sidewalk is not part of this RFP.
• Landscape that is part of the FEC Railway, is not part of this RFP.
• Landscape that is located next to the 360 Rosemary Property is not part of this RFP .
Area A3-4 - Phillips Point: Only plant beds located around Palm trees on public sidewalks are included in this RFP.
Area A3-5 - Esperante: Only plant beds located around Palm trees on public sidewalk are part of this RFP.
A4. Banyan Boulevard: Execute a landscape care and maintenance for Banyan Boulevard from Australian Avenue to Quadrille Boulevard. The services should include Mowing of grass, weed eating, edging, removal of debris from landscape areas, irrigation wet checks where applicable, miscellaneous above ground irrigation repairs, and General care of trees, not cutting or trimming. More specifically:
• The area defined as Banyan Boulevard from the eastern corners of Australian to the western corners of Quadrille Boulevard.
• Include all plant beds, medians, hedges, trees and grass.
• Litter and debris pick up.
A5. City Parking Garages: Execute landscape care and maintenance, for the following City Parking Garages. The services should include mowing of grass, weed eating, edging, removal of debris from
landscape areas, irrigation wet checks where applicable, miscellaneous above ground irrigation repairs, and General care of trees, not cutting or trimming.
a. Banyan Garage - Includes all four (4) sides of the garage; from the exterior wall of the garage to the edge of the roadway. On the alleyway side, it is grass, weeds, or trees that are in the alleyway, from the edge of the garage to the edge of the concrete pad by the right of way.
b. Evernia Garage - Includes the West and South sides of the garage; from the exterior wall to the edge of the roadway.
c. Clematis Garage - Includes the East and West sides of the garage; from the exterior wall on the East to the FEC right of way and from the exterior wall on the West to the property line.
d. Police Garage - Includes the South, North and West sides of the garage; from the exterior wall to the roadway on all three sides. The westernmost driveway entrance to the Police complex is where the landscaping stops. Landscaping on the remainder of the Police property is not part of this RFP.
A6. City Hall Complex: Execute a landscape care and maintenance plan, for the City Hall Complex and Parking Garage. This area includes all plant beds located on the City Hall property located between Banyan Boulevard and Clematis Street; from Quadrille Boulevard to Dixie Highway. The services should include Mowing of grass, weed eating, edging, removal of debris from landscape areas, irrigation wet checks where applicable, miscellaneous above ground irrigation repairs, and General care of trees, not cutting or trimming.
SCOPE OF WORK SERVICE AREA LIST
EXHIBIT B: INSURANCE
AND INDEMNIFICATION
I. Indemnification
The Contractor agrees to indemnify and hold the DDA harmless for any and all claims, liability, losses and causes of action which may arise out of its fulfillment of this Agreement. It agrees to pay all claims and losses, including related court costs and reasonable attorneys' fees, and shall defend all suits filed due to the negligent acts, error or omissions of Contractor’s employees and/or agents. In the event the completion of a project awarded pursuant to this Agreement (to include the work of others) is delayed or suspended as a result of the Contractor's failure to purchase or maintain the required insurance, the Contractor shall indemnify the DDA from any and all increased expenses resulting from such delay.
II. Insurance Requirements
The Contractor shall furnish evidence of the following insurance coverage by a licensed Florida Company.
1. Without limiting Contractor’s indemnification, it is agreed that the Contractor will purchase at their expense and maintain in force at all times during the performance of services under this agreement the following insurance. Where specific limits are shown, it is understood that they must be the minimum acceptable limits. If successful Contractor’s policy contains higher limits, the DDA will be entitled to coverage to the extent of such higher limits. Certificates of Insurance must be furnished to the DDA naming the DDA as additional insured. These certificates must provide a ten (10) calendar day notice to the DDA in the event of cancellation, non- renewal or a material change in the policy.
2. Statutory Workers Compensation insurance as required by the State of Florida.
3. Commercial General Liability insurance to provide coverage of not less than one million dollars ($1,000,000) combined single limit per occurrence and annual aggregates where generally applicable and must include premises-operations, independent contractors, products/completed operations, broad form property damage, blanket contractual and personal injury endorsements.
4. Business Vehicle/Umbrella Liability insurance with a minimum limit of $200,000 per occurrence, and $300,000 for all claims arising out of the same incident or occurrence, for property damage and personal injury. Notice, these limits may change according to Florida law and the protections afforded to the DDA pursuant to sovereign immunity for liability.
5. The official title of the owner is “West Palm Beach Downtown Development Authority.” This official title will be used in all insurance documentation.
EXHIBIT C
West Palm Beach DDA RFP No. RFP 2025–001
Scott Lewis’ Gardening and Trimming, Inc., fully executed response to the West Palm Beach
DDA RFP
Request for Proposal Landscaping Services for Downtown West Palm Beach RFP 2025-001
Current Client Tes�monials
“Scot Lewis Gardening is extremely responsive, dedicated, reliable, provides excellent service and quality of work and performance. Our Account Manager Mat Campbell is highly dedicated and professional. We are very pleased with them.”
- Elise Liftin, Real Estate Manager
West Palm Beach CRA
“We worked with Scot Lewis’ Gardening and Trimming over a three year period on the Clema�s Streetscape projects, Phases 1, 2, and 3 and had a great experience. They made sure to hit every deadline and were very easy to work with. We invite Scot Lewis’ Gardening and Trimming to bid on all of our work and look forward to working with them in the future.”
- Adam Rossmell, Project Manager Burkhardt Construction
“Scot Lewis & his team have a fast response �me. Their team is on �me, very thorough, and go out of their way to help with any projects. ”
- Debra J. Lawson, Director of Facili�es
Norton Museum of Art
Scope of Work:
Scot Lewis’ Gardening and Trimming (SLGT) is proud to submit this proposal to con�nue providing excep�onal landscape maintenance and tree care services for the Downtown Development Authority (DDA) of West Palm Beach. Having successfully managed the landscaping needs of the Downtown District for over twelve years, we bring a deep understanding of the scope of work outlined in this Request for Proposal (RFP), coupled with nearly five decades of exper�se in delivering visually stunning and impeccably maintained landscapes. Our approach integrates the high standards of Palm Beach-quality care with the prac�cal demands of a bustling urban environment, ensuring that all areas under the DDA’s purview remain healthy, vibrant, and welcoming.
The scope of work detailed in the following sec�ons encompasses comprehensive landscape care and maintenance services to be performed five days a week during day�me hours, as approved by the DDA. Our team is fully equipped to provide the labor, equipment, materials, and vehicles necessary to execute these services, which include mowing, pruning, fer�lizing, debris removal, and liter disposal, all while maintaining op�mal plant health and visual appeal. We understand that the quan��es provided are approximate and are prepared to adapt to the evolving needs of the Downtown District. Beyond daily care, we will ensure the complex irriga�on systems are inspected and maintained for efficient opera�on, supplemented by hand watering and trucked-in water as needed to sustain plant vitality, especially managing the hanging baskets
Our commitment extends to rapid response capabili�es for emergent issues, such as broken water lines, power outages affec�ng irriga�on controllers, and daily repor�ng to keep the DDA informed of completed tasks and any observed concerns, including the health of trees and plants. Addi�onally, we recognize the unique dynamics of the Downtown District, home to numerous businesses and residents, and are prepared to operate with flexibility under the DDA’s direc�on to minimize disrup�on while adhering to specified parameters for �ming and execu�on.
The following sec�ons Clema�s Street Corridor, Outer Area Intersec�ons and Medians, Expanded Service Area, Banyan Blvd, City Parking Garages, and City Hall Complex outline our tailored approach to each designated area. With a proven track record of excellence and a dedica�on to exceeding expecta�ons, SLGT is poised to maintain the Downtown District as a showcase of beauty, func�onality, and community pride It is the details, addi�onal work orders, �mely replacing and selected tree trimming per task orders from the DDA staff that has allowed SLGT to maintain these show pieces.
A1: Clema�s Street Corridor:
The Clema�s Street Corridor stands as the vibrant heart of the DDA’s service area, serving as a bustling hub for business, cultural ac�vity, and community engagement in West Palm Beach. Recognizing its significance, Scot Lewis’ Gardening and Trimming has consistently exceeded the RFP’s requirement of landscape maintenance five days per week, providing dedicated service five days per week to ensure this iconic corridor remains a showcase of beauty and resilience. Our commitment reflects our understanding of the area’s prominence and our determina�on to maintain its appeal amidst the dynamic ac�vity it atracts.
Maintaining the landscaped beds along Clema�s Street presents unique considera�ons due to its high-traffic urban environment. The curb less streetscape design, while innova�ve when introduced, has encountered challenges such as vehicle encroachment in landscaped areas and pedestrian impacts from nightlife ac�vity. These factors have tested the durability of the original plan�ngs and would require exorbitant plant replacement fees to keep them maintained as they were designed. However, our team has approached these circumstances with adaptability and exper�se, ensuring that the corridor’s landscapes remain as healthy and visually appealing as possible under demanding condi�ons.
As is clear from the photo example above, vehicles transi�ng into and out of parking stalls along Clema�s Street have used the curb less landscape beds as an extension of the road, decima�ng all plants, mulch, and irriga�on in their path.
Example of Landscape Bed on the 400 Block of Clematis, Vehicle Damage for Parking Spot Ingress
Request for Proposal Landscaping Services for Downtown West Palm Beach RFP 2025-001
In response to these challenges, the DDA entrusted SLGT with a pilot project to redesign several of the landscaped beds, focused on redesigning the installa�on for landscape beds protected by concrete borders on the 200, 300, and 400 blocks of Clema�s. The results have been a resounding success, with these reimagined beds now standing out as the most striking and well-maintained in downtown West Palm Beach. This ini�a�ve has not only enhanced the corridor’s aesthe�c but also demonstrated the value of combining durable design with our hor�cultural exper�se. We are enthusias�c about the DDA’s plans to expand this approach by adding concrete protec�on to addi�onal beds on Clema�s, and we eagerly an�cipate the opportunity to replicate our successful redesign across the en�re Clema�s Street Corridor.
Our scope of work for this area includes daily care and maintenance of all landscaped beds, ensuring they remain free of debris, weeds, and damage while promo�ng op�mal plant health through fer�liza�on, minor pruning, and irriga�on oversight. With six days of service per week, we exceed the RFP’s expecta�ons, providing the flexibility and diligence needed to address the corridor’s unique needs. SLGT is proud to play a key role in preserving and eleva�ng the Clema�s Street Corridor, blending our Palm Beach-inspired standards with prac�cal solu�ons to create a landscape that enhances the vitality of this essen�al downtown artery.
The redesigned beds are currently planted with an arrangement of Sea Plum (Coccoloba uvifera x diversifolia) on the sidewalk-facing perimeter, China Doll Plant (Radermachera sinica) along the interior space, and Juniper (Juniperus communis) overhanging the root barrier used to accommodate the addi�onal plan�ng medium used in this landscape redesign.
Example of a Redesigned Landscape Bed on the 400 Block of Clematis Street
Hanging Baskets
Request for Proposal Landscaping Services for Downtown West Palm Beach RFP 2025-001
There are approximately 164 hanging baskets adorning streetlight poles on Clema�s Street, currently planted with an arrangement of Sweet Potato Vine (Ipomoea batatas) and colorful Whopper Begonia (Begonia x benariensis), planted in a symmetrical ring around the circumference of each 32” wrought iron basket. Throughout the 12 years of con�nual landscape and irriga�on maintenance, SLGT has discovered that plan�ng these baskets in an “overflowing” design using pH neutral coconut husk mats provides the op�mal growth condi�ons to ensure the baskets are visually appealing, year-round.
While the first few months a�er the installa�on of these hanging baskets saw an adjustment period where businesses and visitors in the City became acclimated to the maintenance and watering cycles of these baskets, SLGT has endeavored to create a seamless maintenance rou�ne whereby the baskets are kept at their peak aesthe�c condi�ons while remaining unobtrusive in our approach to watering so as not to disrupt ac�vity on Clema�s. While maintaining adequate irriga�on to the baskets has been challenging due to interrup�ons by other contractors, but our end results speak for themselves.
SLGT has developed a landscape maintenance rou�ne for the hanging baskets on the Clema�s Corridor, as well as the intricate drip line irriga�on system servicing these baskets. This process ensures each basket is provided with op�mal growth condi�ons in a program that maximizes the durability of each plan�ng, reducing the required basket refresh replacements to once or twice per year – coinciding with holiday ligh�ng and other planned events on Clema�s Street. SLGT performs maintenance on baskets as-needed, with our maintenance crew inspec�ng the baskets 5 days per week (Monday – Friday).
Example of one Hanging Basket on the 400 Block of Clematis Street
Landscape Beds
SLGT approaches the maintenance of landscape beds within the DDA’s service area with a me�culous and proac�ve strategy, ensuring they always remain a visual asset to West Palm Beach. Our team conducts pruning and shaping of plants five days per week, removing overgrown or wilted foliage to promote healthy growth and maintain a polished appearance. A cri�cal component of our maintenance regimen is the diligent removal of trash and debris that can detract from the beauty of the landscape beds. In an ac�ve urban environment like downtown West Palm Beach, we encounter items such as cigarete buts, drink glasses, and other liter discarded by passersby, par�cularly in high-traffic areas like Clema�s and near city parking garages. By swi�ly clearing debris, we not only preserve the visual appeal of the landscapes but also protect the health of the plants, ensuring that nothing impedes their vitality. This aten�on to detail has been a hallmark of our service to the DDA, reflec�ng our commitment to maintaining an invi�ng and pris�ne downtown.
Trees
SLGT provides expert tree trimming services on an as-needed basis for the DDA, ensuring the health, safety, and aesthe�c appeal of the trees across the downtown district. Since 2013, we have maintained the DDA’s tree popula�on, predominantly composed of Southern live oaks, with their sprawling canopies and robust growth, alongside a select number of Medjool date palms that add a dis�nc�ve elegance to the landscape. Our ISA cer�fied arborist oversees this work, assessing each tree’s condi�on to determine when trimming is required, with a par�cular focus on �ming our efforts to coincide with the approach of hurricane season. This proac�ve scheduling minimizes the risk of storm-related damage by removing overextended branches and ensuring structural integrity, a prac�ce we have refined over our nearly five decades of experience in South Florida. We also apply a quarterly preventa�ve treatment to delay the impact of Lethal Bronzing disease.
Mowing of Grass
Our mowing schedule is strategically designed to op�mize turf health and appearance throughout the year. During the ac�ve growing seasons of spring and summer, we mow once per week in areas requiring aten�on, addressing the rapid growth spurred by warm weather and rainfall to maintain a neat and uniform look. In the cooler, slower-growth periods of fall and winter, we adjust to mowing every other week, providing just the right frequency to keep the grass green and thriving without overworking the turf. This adap�ve approach, honed over our long partnership with the DDA, ensures that the lawns across the service area consistently contribute to the welcoming and polished environment that defines downtown West Palm Beach, reinforcing our commitment to excellence as we seek to retain this contract.
Weed Ea�ng
SLGT employs precise weed ea�ng techniques to maintain the pris�ne condi�on of the Downtown Development Authority’s landscapes, ensuring that unwanted growth never compromises the beauty or health of the downtown district. This me�culous process eliminates invasive plants that could compete with cul�vated turf and ornamentals, preserving the verdant, polished look that defines West Palm Beach’s urban spaces.
Edging
SLGT performs edging to enhance the defini�on and polish of the DDA’s landscapes, ensuring a crisp, professional appearance across the downtown district. Our team has integrated edging into our five-day-per-week maintenance regimen, expertly trimming along sidewalks, curbs, and landscape beds in areas such as Banyan Boulevard, the City Hall Complex, and the Expanded Service Area near CityPlace. With nearly five decades of experience, we bring Palm Beach-quality refinement to this detail-oriented task, reinforcing the DDA’s commitment to a well-groomed urban environment and ensuring that every edge contributes to the cohesive beauty and func�onality of West Palm Beach’s downtown landscapes.
Removal of Debris on Clema�s Street (Monday – Saturday)
SLGT ensures the Clema�s Corridor, the bustling heart of the DDA’s service area, remains free of debris, preserving its status as a vibrant and welcoming hub of West Palm Beach. We have maintained this iconic street six days per week (Green Market impacts �ming of this schedule), with a comprehensive debris removal strategy tailored to its high-traffic urban se�ng. Our team u�lizes large backpack-style blowers (gas/electric) to efficiently clear fallen leaves and plant debris from sidewalks, keeping pedestrian pathways clean and safe, while hand-picking trash (such as discarded items from overnight restaurant, bar, and business ac�vity) from the landscape beds. This dual approach, executed with nearly five decades of Palm Beach-quality precision, ensures that Clema�s Street remains pris�ne despite the challenges of its lively atmosphere, reinforcing the DDA’s commitment to an impeccable downtown experience for all who visit or work within this central corridor.
Monthly Irriga�on Wet Checks
SLGT conducts thorough monthly irriga�on wet checks across the DDA’s service area, ensuring that all landscapes receive op�mal hydra�on to sustain their health and beauty. Since 2013, we have performed these cri�cal assessments, inspec�ng above-ground components such as �mers, clocks, sprinklers, and drip lines to verify proper opera�on and address any inefficiencies. On Clema�s Street, this task is par�cularly complex due to the variety of irriga�on systems and controllers in use, each requiring individualized aten�on to maintain consistency across the corridor.
The irriga�on wet checks are further complicated by the unique demands of the downtown environment, where coordina�on with restaurant, bar, and business schedules is essen�al to minimize disrup�on. On Clema�s, we carefully �me our inspec�ons to avoid peak opera�onal hours, maintaining harmonious rela�onships with the local community while fulfilling our obliga�ons to the DDA. Addi�onally, the delicate drip line irriga�on system for the corridor’s hanging baskets with SLGT’s custom micro-emiter mist-head irriga�on installed, presents a specialized challenge, requiring gentle handling to prevent damage to these intricate setups that enhance the street’s charm. Despite these hurdles, SLGT’s proac�ve approach, supplemented by our ability to truck in water or hand-water when restric�ons or system issues arise ensures that every landscape bed, tree, and basket thrives. Our monthly wet checks exemplify the Palm Beach-quality diligence we have delivered since 2013, adap�ng to the DDA’s diverse irriga�on needs with skill and reliability to keep downtown West Palm Beach flourishing year-round. SLGT also has responded mul�ple �mes to irriga�on challenges due to power outages, backflow preventer failures, random acts of vandalism, and special events.
Any Miscellaneous Above Ground Irriga�on Repairs
SLGT provides prompt and expert miscellaneous above ground irriga�on repairs to maintain the integrity of the DDA’s irriga�on systems, ensuring uninterrupted water delivery to the downtown landscapes and has an irriga�on team available for emergent issues 7 days per week. Within one hour of writen no�ce of an emergency, SLGT can dispatch an irriga�on repair crew anywhere in the DDA’s service area Monday – Saturday, between 7:30am and 5pm. For emergent issues that occur a�er-hours or on a Sunday, SLGT can dispatch a crew with two hours of writen no�ce, ensuring 24/7 response capabili�es for emergent issues for the DDA. Our team responds rapidly to these occurrences, leveraging nearly five decades of experience to assess and repair affected components; replacing broken sprinkler heads, realigning damaged lines, or recalibra�ng controllers with minimal disrup�on to the system’s overall func�onality. This diligent service ensures that the DDA’s landscapes, from delicate hanging baskets to streetscape hor�cultural design, remain healthy and vibrant, reinforcing our commitment to sustaining West Palm Beach’s urban beauty through every unforeseen challenge.
A2: Outer Area Intersec�ons and Medians
The Outer Area Intersec�ons and Medians serve as the cri�cal entrance and exit points to the City of West Palm Beach, ac�ng as the first impression for visitors and a las�ng image for those depar�ng. These gateways frame the journey to the vibrant Clema�s Street Corridor and broader downtown district, making their consistent upkeep a priority for enhancing the city’s aesthe�c appeal and welcoming atmosphere. SLGT recognizes the significance of these areas and is dedicated to ensuring they reflect the same excep�onal quality that defines our work throughout the DDA’s service area.
Maintaining these intersec�ons and medians requires a specialized approach due to their loca�on within ac�ve roadways. Our team is adept at working amidst traffic, adhering to safety protocols while performing essen�al tasks such as mowing, pruning, and fer�lizing to keep plants healthy and visually striking. Beyond rou�ne care, we address the unique challenges of these high-visibility zones, including the removal of trash and debris discarded by passing drivers, which can detract from the overall appearance if le� unatended. Our proac�ve efforts ensure that these corridors remain free of liter and weeds, presen�ng a polished and invi�ng entryway to the city.
For over five years, we have maintained these outer areas with the same diligence and exper�se that have earned us the trust of the DDA. We understand that the landscaping here is more than a backdrop it sets the tone for the downtown experience and reinforces West Palm Beach’s reputa�on as a well-cared-for community. Our scope of work includes five days of service per week, with the flexibility to adjust schedules and methods to minimize disrup�on to traffic flow while maximizing efficiency. From irriga�on maintenance to the careful selec�on of resilient plants suited to roadside condi�ons, we ensure these medians and intersec�ons remain vibrant and durable year-round.
Example of Blooming Panama Rose (Arachnothryx leucophylla) Hedge in Median Bed on Dixie Hwy
Request for Proposal Landscaping Services for Downtown West Palm Beach RFP 2025-001
Scot Lewis’ Gardening and Trimming takes pride in trea�ng the Outer Area Intersec�ons and Medians as vital components of the downtown landscape. By applying our nearly five decades of experience and Palm Beach-inspired standards, we guarantee that these corridors offer an impressive introduc�on to the city, welcoming all who travel to the heart of West Palm Beach with landscapes that are as func�onal as they are beau�ful.
Example of Outer Area Intersection Bed on Dixie Hwy
A3: Expanded Service Area
The Expanded Service Area represents a dynamic and evolving facet of the DDA’s footprint, with CityPlace emerging as one of the rising stars of West Palm Beach. This thriving des�na�on has become a benchmark for excellence, se�ng a high standard by which the DDA’s maintenance efforts are con�nually evaluated. As the service area extends further into and around CityPlace, SLGT has embraced the challenge of upholding and enhancing the visual appeal of these newly incorporated landscapes, ensuring they align seamlessly with the established quality of the downtown district. With this contract now open for compe��ve bid, we are eager to con�nue our role as a trusted partner in this expansion, delivering the excep�onal care that has defined our work for the DDA over the past five years.
CityPlace and its surrounding environs demand a level of maintenance that reflects their growing prominence as a commercial and cultural focal point. The DDA relies on our exper�se to keep these areas looking pris�ne, and we have consistently risen to the occasion as the service area expands. Our scope of work in this sec�on includes five days per week of comprehensive landscape maintenance, encompassing mowing, pruning, fer�liza�on, and debris removal to maintain healthy, visually appealing plan�ngs. We also provide diligent oversight of irriga�on systems and rapid response to any emergent needs, ensuring that new landscapes near CityPlace meet the elevated expecta�ons of this burgeoning hub.
Our approach to the Expanded Service Area is backed by nearly five decades of experience and a commitment to bringing Palm Beach-quality cra�smanship to every project. As the DDA’s boundaries adjust, we adapt with precision and flexibility, integra�ng new areas into our maintenance regimen without compromising the standards that have earned us an exemplary reputa�on. The landscapes within the DDA’s service area near CityPlace are not just an extension of the downtown district, they are a statement of West Palm Beach’s ambi�on and vitality, and we take pride in ensuring they shine as brightly as one of the city’s rising stars.
As we submit this proposal, SLGT reaffirms our dedica�on to the DDA’s vision for the Expanded Service Area. We view this compe��ve bid as an opportunity to deepen our partnership, leveraging our proven track record and proac�ve approach to keep pace with the area’s growth. By maintaining these landscapes to the highest standard, we contribute to the ongoing success of CityPlace and the broader downtown community, ensuring that every new corner of the service area reflects the excellence our clients have come to expect since 1976.
A3-1: Rosemary Corridor
As one of the main connec�ng thoroughfares between the DDA’s service area and CityPlace, the Rosemary Corridor is an important threshold visitors transit on while traveling in West Palm Beach. SLGT is commited to con�nuing maintaining this area at peak aesthe�c value by providing landscape maintenance service in this area 5 days per week (Monday – Friday). Service includes hedge trimming, fer�liza�on, mulching, and debris pickup for all landscape beds within the public right of way on Rosemary Ave, from Evernia St. to Fern St., and the circular beds surrounding them.
SLGT has also developed an excellent working rela�onship with The Related Companies and their maintenance staff to ensure coordina�on of our parallel maintenance rou�nes to ensure that recent improvements made by the development firm in the area are complemented by our staff’s maintenance efforts. This arrangement has been so far a tremendous success as the Rosemary Corridor con�nues growing and evolving along with the en�re Downtown area.
A3-2: 600 Block Evernia Proper�es
The Joel Daves House is one of the many sites of historical significance in West Palm Beach, standing unchanged from when the Mayor of West Palm Beach lived there in 1977. Mayor Daves planted a tropical oasis of coconut palms, mango, banana, orange, key lime, and avocado trees, many of which are now fully mature and intact nearly five decades later. SLGT currently maintains this space for the DDA 3 days per week and is commited to preserving this �me capsule of classic West Palm Beach landscape design for the public’s enjoyment.
On the 600 block of Evernia, there are also vacant proper�es within the DDA’s service area that SLGT currently services 1 day per week, including mowing, edging, weed ea�ng, and the removal of debris and liter.
Image of Joel Daves House located on the 600 block of Evernia
A3-3: Fern Street
SLGT has worked closely with The Related Companies and their field staff to develop a maintenance rou�ne that ensures op�mal care for landscape beds adjacent to or including areas within the public right of way that they have improved as a part of their development efforts in City Place. SLGT currently maintains all landscape beds in the public right of way along Fern Street 3 days per week, from Sapodilla Ave to Quadrille Blvd, and Sapodilla Ave from the alleyway to Fern St, including the area between the roadway and the sidewalk.
A3-4: Philips Point
There are several small plant beds featuring Royal Palm Trees surrounded by a Green Island Ficus hedge located within the public right of way adjacent to the Philips Point property that SLGT maintains. This maintenance rou�ne is coordinated closely with The Related Companies due to their ongoing improvements to landscape beds in this area, and we ensure that these beds maintain their neat appearance with 1 day per week landscape service that includes hedge trimming, fer�liza�on, mulching, and debris pickup for all landscape beds within the public right of way in this area.
A3-5:
Esperante
In similar fashion to the landscape installa�on and maintenance arrangements for the Philips Point property, SLGT maintains the Royal Palm tree and Green Island Ficus hedge landscape installa�ons adjacent to the Esperante building 1 day per week, in close coordina�on with the maintenance team from The Related Companies. Service includes hedge trimming, fer�liza�on, mulching, and debris pickup for all landscape beds within the public right of way.
Image of the Esperante Property
A4: Banyan Boulevard
Banyan Boulevard serves as the grand entrance to the City of West Palm Beach, welcoming the majority of visitors and businesses into the DDA’s service area with an impressive display of landscaped elegance. As the stewards of this vital corridor, SLGT has me�culously maintained its beauty for over five years, ensuring that it remains a fi�ng introduc�on to the downtown district. With this contract now entering a compe��ve bid phase, we are resolute in our commitment to con�nue caring for Banyan Boulevard, a landscape we not only maintain but also proudly installed, transforming it into one of the city’s most striking gateways.
Our ini�al installa�on of Banyan Boulevard’s landscaping set a high standard, with though�ully designed plan�ngs lining both the north and south sides of the roadway. A standout feature of this project is the innova�ve landscape bioswale, strategically integrated to capture and purify roadway contaminants before the water enters the city’s drainage system. This sustainable design not only enhances the boulevard’s aesthe�c appeal but also contributes to the environmental health of West Palm Beach, showcasing our ability to blend beauty with func�onality. The result is a corridor that looks amazing an enduring testament to our exper�se and vision consistently praised by those who pass through it.
Our ongoing scope of work for Banyan Boulevard includes 5 days per week of comprehensive maintenance, ensuring that its landscapes remain vibrant and pris�ne. This encompasses mowing, pruning, fer�liza�on, and debris removal, as well as diligent care of the bioswale to preserve its ecological benefits. We approach this high-traffic entryway with the same Palm Beach-inspired precision that has defined our work since 1976, recognizing its role as a first impression for the DDA’s service area. Our team is equipped to address the unique demands of this corridor, from managing wear caused by heavy use to keeping it free of liter and weeds, ensuring it always reflects the city’s commitment to excellence.
As we present this proposal, Scot Lewis’ Gardening and Trimming is eager to retain stewardship of Banyan Boulevard through this compe��ve bid. Our history with this landscape from its stunning installa�on to its impeccable upkeep demonstrates our deep investment in its success. We are commited to preserving its status as an excep�onal entrance to West Palm Beach, delivering the quality and care that have made it a point of pride for the DDA and the community we serve.
A5: City Parking Garages
The City Parking Garages are essen�al components of West Palm Beach’s urban infrastructure, providing cri�cal access for visitors, residents, and businesses alike. These facili�es are more than func�onal spaces; they are integral to the downtown experience, and their surrounding landscapes play a key role in enhancing the area’s overall appeal.
Our maintenance of the City Parking Garages focuses on the landscaped elements that frame these structures, from planters and perimeter beds to any greenery integrated into their design. Our scope of work includes a visit to each of the parking garages, two days per week, encompassing mowing, pruning, fer�liza�on, and the removal of debris and liter that can accumulate in these high-traffic zones. We understand that parking garages are points of transi�on where people begin and end their downtown journeys and we strive to ensure that the surrounding landscapes leave a posi�ve, las�ng impression. By keeping these areas vibrant and well-groomed, we support the DDA’s goal of maintaining a cohesive and atrac�ve urban environment.
Our team is adept at working in confined or elevated spaces o�en associated with garage landscaping, ensuring that plants remain healthy and visually appealing despite the challenges of an urban se�ng. We also provide careful oversight of irriga�on systems and rapid response to any issues, guaranteeing that these areas consistently reflect the Palm Beach-quality standards we have upheld since 1976. Our efforts elevate the garages beyond mere u�lity, transforming them into seamless extensions of the downtown aesthe�c.
Image of the Clematis Street Parking Garage
A6: City Hall
The City Hall Complex stands as a cornerstone of West Palm Beach, embodying the civic pride and administra�ve heart of the community within DDA’s service area. Its landscaped surroundings are a reflec�on of the city’s commitment to excellence, serving as a prominent backdrop for government opera�ons and a welcoming space for residents and visitors alike. SLGT has me�culously maintained the landscapes of the City Hall Complex, ensuring they uphold the dignity and appeal befi�ng this significant landmark. With this contract now open for compe��ve bid, we are determined to con�nue our stewardship, delivering the excep�onal care that has defined our partnership with the DDA.
Our scope of work for the City Hall Complex is provided by a skilled crew performing maintenance first thing every weekday morning, five days per week (Monday – Friday) of comprehensive landscape maintenance, tailored to the unique needs of this high-profile loca�on. This includes mowing, pruning, fer�liza�on, and the removal of debris and liter, all executed with the precision required to maintain a polished and professional appearance. We recognize that the City Hall Complex is more than a func�onal space; it is a symbol of West Palm Beach’s iden�ty, and its landscapes must consistently reflect that stature. Our team ensures that every plant, bed, and green space remains healthy and visually striking, enhancing the complex’s role as a focal point of civic life.
We provide diligent oversight of irriga�on systems to sustain op�mal plant health and respond swi�ly to any maintenance needs, ensuring uninterrupted beauty and func�onality. Our experience in managing high-visibility landscapes equips us to meet the elevated expecta�ons of this site, where aten�on to detail and consistency are paramount. By maintaining these grounds to an impeccable standard, we contribute to the DDA’s mission of fostering a downtown environment that inspires pride and confidence.
As we present this proposal, SLGT views the compe��ve bid process as an opportunity to reinforce our dedica�on to the City Hall Complex and the broader DDA service area. We take immense pride in the role we have played in upholding the elegance and vitality of this iconic loca�on over the past five years, and we are eager to con�nue this work. Our proven exper�se and unwavering commitment make us the ideal partner to ensure the City Hall Complex remains a dis�nguished representa�on of West Palm Beach’s excellence for years to come.
Minimum Qualifica�ons
SLGT is proud to present our qualifica�ons in response to the DDA’s Request for Proposal, Sec�on 9.1, affirming our ability to meet and exceed the outlined requirements. Since 2013, we have served as the trusted landscape maintenance provider for the DDA, delivering excep�onal service across the downtown district for over a decade. With nearly five decades of opera�on since our founding in 1976, our company brings a depth of experience, exper�se, and reliability that aligns seamlessly with the demands of this contract. We are eager to con�nue our longstanding partnership, leveraging our proven capabili�es to maintain the beauty and func�onality of West Palm Beach’s urban landscapes.
Our qualifica�ons exceed the minimum thresholds set forth in this RFP. As an established landscaping services company, we have been in con�nuous opera�on for 49 years, far surpassing the required five consecu�ve years in business. Our experience with similar project types in Palm Beach County spans decades, including over ten years of service to the DDA. This work has honed our exper�se in urban se�ngs, where we have successfully managed projects of comparable size and scope, such as the maintenance of the Clema�s Street Corridor, Banyan Boulevard, and the City Hall Complex, all of which demand precision in dynamic, high-traffic environments.
Our team is equipped with specialized resources to fulfill the DDA’s needs. We employ an ISA cer�fied arborist on staff, ensuring expert care for trees across the service area, from minor pruning to health assessments. A dedicated account/project manager, with over ten years of experience overseeing similar contracts, including our current DDA account, will con�nue to serve as the primary point of contact, ensuring con�nuity and accountability. Our rapid response capability, available seven days a week, has been a cornerstone of our service since 2013; we define this as a commitment to address cri�cal needs (e.g., broken irriga�on lines or storm damage) within hours of no�fica�on, a prac�ce we have consistently demonstrated for the DDA.
SLGT maintains full in-house capabili�es for irriga�on service and maintenance, as well as tree trimming, pruning, and care, elimina�ng the need for subcontractors and ensuring direct oversight of quality and �meliness. Our company operates with integrity, with no record of judgments against us for criminal ac�vi�es involving moral turpitude, and we are fully licensed by the State of Florida to provide the landscaping services described herein. These qualifica�ons, rooted in our long history and refined through our ongoing work with the DDA, posi�on us as a dependable and exemplary proposer.
Request for Proposal Landscaping Services for Downtown West Palm Beach RFP 2025-001
Since 2013, we have brought Palm Beach-quality standards to the mainland, enhancing the DDA’s service area with our exper�se and dedica�on. This proposal reflects not only our compliance with the RFP’s requirements but also our deep investment in West Palm Beach’s downtown landscape. SLGT is commited to con�nuing this legacy, delivering the same excellence that has defined our service for over a decade and ensuring the DDA’s landscapes remain a source of pride for the community.
a) Be an established Landscaping Services company with a minimum of five (5) consecu�ve years in business.
SLGT was founded in 1976 and has been in con�nuous opera�on since then. We have serviced the DDA star�ng in 2013 and extending into the present.
b) Demonstrate experience with similar project types in Palm Beach, Mar�n, or Broward County for a minimum of three (3) years, within the last five (5) years.
SLGT currently maintains a number of proper�es with a similar size and scope for the West Palm Beach Community Redevelopment Agency (CRA), including;
• Northwood Business District
• Heart & Soul Park
• NW Cultural Trail
• Styx Promenade
c) Have experience in urban se�ngs with projects of similar size and scope.
SLGT currently maintains a number of proper�es with a similar size and scope for the West Palm Beach Community Redevelopment Agency (CRA), including;
• Northwood Business District
• Heart & Soul Park
• NW Cultural Trail
• Styx Promenade
d) Have a cer�fied Arborist on staff
Mathew Campbell, Account Manager for SLGT has been assigned to manage the DDA contract since 2018, is an ISA Cer�fied Arborist, License # FL-9578A. ISA Arborist Cer�ficate is atached to this proposal for review.
e) Will provide a dedicated account/project manager who has a minimum of three (3) years’ experience managing similar accounts/projects.
Mathew Campbell, Account Manager for SLGT, has been assigned to manage the DDA contract since 2018 and serves as a single point of contact for the en�re landscape scope in the DDA’s service area. Mathew also manages the landscape scope for the West Palm Beach Community Redevelopment Agency (CRA) and has done so since 2019.
f) Ability to provide rapid response for cri�cal needs, seven (7) days a week. Respondents are asked to define this item based on their availability.
SLGT is commited to be available to respond to emergent issues 7 days per week. Within one hour of writen no�ce of an emergency, SLGT can dispatch a crew anywhere in the DDA’s service area Monday – Saturday, between 7:30am and 5pm. For emergent issues that occur a�er hours or on a Sunday, SLGT can dispatch a response team within three hours of writen no�ce, ensuring 24/7 response capabili�es for emergent issues for the DDA.
g) Ability to provide irriga�on service and maintenance through your company or via a subcontractor.
SLGT performs all irriga�on installa�on, maintenance, and repair service in house and does not rely on subcontractors for this scope.
h) Ability to provide tree trimming, pruning, and care through your company or via a subcontractor.
SLGT specializes in the trimming of trees in an urban environment, under an ISA Cer�fied Arborist’s supervision, and is licensed and insured to perform work within this scope.
i) The proposer shall have no record of judgements against them for criminal ac�vi�es involving moral turpitude.
SLGT has no record of judgements against us for criminal ac�vi�es involving moral turpitude.
Request for Proposal Landscaping Services for Downtown West Palm Beach RFP 2025-001
j) The Proposer shall be properly licensed by the State of Florida to render the services described herein.
• SLGT is properly licensed in the State of Florida to render the services described in RFP 2025-001 and has atached our business license to this proposal for review.
k) List any subcontractors that may be used.
SLGT currently relies on only one subcontractor to manage the DDA’s scope of work in RFP 2025-001. Their informa�on and descrip�on is included below.
• Na�ve Pest Management
o Lethal Bronzing and Palm Beau�fica�on liquid fer�lizer injec�ons on a quarterly basis for 34 Medjool Date Palms in the Clema�s Corridor and City Hall property.
l) Provide documenta�on that you and any subcontractors listed are licensed to do business within the City of West Palm Beach.
A copy of the Na�ve Pest Management Business License for the City of West Palm Beach is atached along with this proposal.
m) Submit with Proposal, references from three (3) clients, ates�ng the Proposer has successfully provided services of similar size and scope within the past three (3) years. Please use Reference Form provided in this RFP.
SLGT has submited references from 3 current clients, ates�ng that SLGT has successfully provided services of similar size and scope within the past three (3) years. These clients are: West Palm Beach Community Redevelopment Agency (CRA), Burkhardt Construc�on, and Norton Museum of Art
n) Before awarding a contract, the DDA reserves the right to require that a Proposer submit such evidence of qualifica�ons as the DDA may deem necessary. Further, the DDA may consider any evidence of the financial, technical, and other qualifica�ons and abili�es of a proposer, including previous experiences and well-established company in line with the best business prac�ce in the industry and as determined by the DDA.
SLGT stands ready to make available any record or qualifica�on for the DDA’s review.
Request for Proposal Landscaping Services for Downtown West Palm Beach RFP 2025-001
Organiza�onal Experience
SLGT was founded in 1976, servicing bou�que garden installa�ons for residen�al clients in the Town of Palm Beach. Since then, SLGT has developed a reputa�on for providing the highest level of landscape maintenance service. We are a Cer�fied Small Business and have been headquartered in the City of West Palm Beach since our founding.
SLGT currently employs 42 full-�me staff members, all background checked and E-Verified, and has kept this current level of staffing for more than 20 years. We have a full-�me, ISA Cer�fied Arborist on staff assigned to the DDA as the project manager, direc�ng all landscape services for this contract.
In addi�on to our residen�al clients in the Town of Palm Beach, SLGT has worked for the DDA since 2013 providing a full spectrum of landscape maintenance services. During this �me, we have also worked as a subcontractor for Burkhardt Construc�on, installing the newly designed curb less streetscape for the Clema�s Streetscape Project from the 100 – 600 blocks, the Banyan Streetscape Project, the Tamarind Streetscape Project, and numerous other high profile installa�on projects in the City of West Palm Beach.
Addi�onally, we currently work for the West Palm Beach Community Redevelopment Agency on several projects of similar size and scope to the DDA’s current service area. We maintain the Northwood Business District, Sunset Lounge, the Heart & Soul Park, the NW Cultural Trail, and the Styx Promenade proper�es for the CRA. Beyond the CRA, we maintain a number of bou�que garden installa�ons throughout WPB, including the Norton Museum of Art and the Norton Sculpture Garden.
Example of SLGT’s Work for the WPB CRA, Heart & Soul Park
Environmental / Sustainable Prac�ces
At SLGT, environmental stewardship and sustainability are integral to our opera�ons, reflec�ng our commitment to enhancing the communi�es we serve while minimizing our ecological footprint. Since 2013, we partnered with the DDA to maintain the landscapes of West Palm Beach and have intensified our focus on sustainable prac�ces to align with both environmental goals and fiscal responsibility. As this contract enters a compe��ve bid, we are proud to showcase the innova�ve measures we have implemented: prac�ces that not only benefit the downtown district but also posi�on SLGT as a forward-thinking leader in landscaping services.
In 2021, we embarked on a significant ini�a�ve to transi�on from gas-powered equipment to electric landscape tools, inves�ng more than $30,000 to date in this transforma�on. This shi� encompasses backpack blowers, lawn mowers, chainsaws, weed eaters, and edgers tools essen�al to our daily maintenance of the DDA’s service areas, including Clema�s Street, Banyan Boulevard, and the City Hall Complex. By transi�oning away from fossil fuel-dependent equipment with electric alterna�ves, we are reducing emissions and noise pollu�on, enhancing the downtown experience for residents, businesses, and visitors while contribu�ng to a cleaner urban environment.
Beyond equipment upgrades, SLGT employs crea�ve, environmentally friendly prac�ces that maximize resources and minimize waste. One such ini�a�ve involves our work with Hawaiian Ti plants, a staple of the downtown landscape. Each summer, during our trimming season, we collect cu�ngs from these plants across the DDA’s service area. Rather than discarding them as debris, we pot these cu�ngs in our nursery, nurturing them into healthy specimens for replan�ng in the fall. This process has proven par�cularly successful along Clema�s Street and in the City Hall courtyard, where these recycled plants thrive as vibrant addi�ons to the landscape. By repurposing what would otherwise be considered waste, we reduce plant replacement costs for the DDA, delivering budgetary savings while promo�ng a circular approach to landscape management.
These sustainable prac�ces, rooted in nearly five decades of exper�se, complement our broader mission to bring Palm Beach-quality care to the mainland. Since 2013, we have tailored our services to the DDA’s needs, and our recent advancements in environmental responsibility further enhance our ability to serve the downtown district. The transi�on to electric tools and our innova�ve plant propaga�on techniques exemplify our dedica�on to balancing ecological mindfulness with prac�cal efficiency—values that resonate with the community’s aspira�ons for a greener, more sustainable future.
FEMA First Pass
In South Florida, where hurricanes and severe weather events are a recurring reality, the ability to respond swi�ly and effec�vely to post-storm cleanup is paramount to restoring normalcy and ensuring public safety. SLGT brings over 30 years of specialized experience in first-pass debris clearing to the DDA, a capability honed through decades of service in the Town of Palm Beach and throughout the region. Since 2013, we have been a steadfast partner to the DDA, providing not only rou�ne landscape maintenance but also cri�cal emergency response services to safeguard and recover the downtown district following adverse weather events. As this contract enters a compe��ve bid, we reaffirm our readiness to con�nue delivering this essen�al support with unmatched exper�se and resources.
Our approach to first-pass debris clearing is informed by more than three decades of hands-on experience managing storm a�ermath across South Florida’s urban and coastal landscapes. In the event of a hurricane or other severe weather, SLGT mobilizes rapidly to clear fallen branches, uprooted plants, and other debris from the DDA’s service areas, including key loca�ons such as the Clema�s Street Corridor, Banyan Boulevard, and the City Hall Complex. This ini�al pass is cri�cal to reopening roadways, ensuring accessibility, and mi�ga�ng hazards, allowing the downtown district to resume opera�ons as quickly as possible. Our team’s specialized training in post-storm cleanup equips us to assess damage efficiently, priori�ze highimpact areas, and execute clearing opera�ons with precision and safety at the forefront. SLGT’s capabili�es are bolstered by a robust inventory of specialized equipment tailored to debris removal, including heavy-duty trucks, chippers, and cu�ng tools designed to handle the scale and complexity of storm-related cleanup.
This equipment, paired with our skilled workforce, enables us to tackle even the most challenging scenarios, whether it’s clearing large tree limbs from medians or removing scatered debris from parking garages and expanded service areas. Our established rapid response protocol, available seven days a week, ensures that we can deploy within hours of a weather event, a commitment we have upheld for the DDA since 2013 and throughout South Florida for over 30 years.
Scot Lewis, owner of Scot Lewis’ Gardening and Trimming, is a life�me Cer�fied Emergency Manager (CEM) and is a Cer�fied Type III Incident Commander by the U.S. Coast Guard, having served as a Type I IC twice in his career. Our teams fully understand FEMA requirements thoroughly to help secure reimbursement from FEMA to the DDA.
Special Project Support
Request for Proposal Landscaping Services for Downtown West Palm Beach RFP 2025-001
One of SLGT’s key areas of excellence is our availability to provide support for any and every special project that the DDA implements As the proud recipients of the 2022 “Never Say No” Award, presented by the DDA Board to our team, we stand ready to support the DDA in its efforts to implement crea�ve, community-oriented projects in any way that we can.
From logis�cs support services for the Trojan Rocking Horses Project, to hanging hundreds of vibrantly decorated paper lanterns for the West Palm Beach Lantern Fes�val, SLGT has always and will con�nue to provide exemplary service for any special project at the DDA.
Example of Special Project Support, Logistics Services for the DDA’s Trojan Rocking Horses Project
Example of Special Project Support, Hanging Decorated Lanterns for the DDA’s WPB Lantern Festival
*NOTE* Required Documents are numbered with the Prefix "A" and included immediately follwing the SLGT Proposal Documents.
MEMO
TO: DDA Board
Rick Reikenis, Chairman
Robert Sanders, Vice Chairman
Samantha Bratter
Peter Cruise
Tim Harris
Daryl Houston
Bernardo Neto
FROM: Tiffany Faublas, Marketing Director
RE: rbb Communications – Digital Marketing Agreement
DATE: Tuesday, May 20, 2025
rbb Communications is presenting a 2025 Paid Media Plan that builds on the success of our previous digital campaigns, which delivered over 23 million impressions and 155,000 clicks in 2024: adding to the significant increased awareness and engagement for Downtown West Palm Beach.
• Campaign Duration: June–November 2025
• Key Objectives: Increase awareness, drive site traffic, and attract visitors via Meta, Google, and newly proposed YouTube campaigns
• Key Targets: Young adults (21–34) and city-goers (50–65+), with performance-based audience refinements
• Total Budget: $165,000
o $103,000 for ad placement
o $55,000 for platform management and reporting
o $7,000 for creative services
Recommendation:
Staff is requesting approval to renew rbb Communications’ contract for 2025 paid media services in the amount of $165,000, matching last year’s approved budget. Their continued partnership will ensure consistency, strategic growth, and measurable impact for Downtown West Palm Beach’s visibility.
MEMO
TO: DDA Board
Rick Reikenis, Chairman
Robert Sanders, Vice Chairman
Samantha Bratter
Peter Cruise
Tim Harris
Daryl Houston
Bernardo Neto
FROM: Tiffany Faublas, Marketing Director
RE: WPBF New 25– Lifestyle and Digital Marketing Agreement
DATE: Tuesday, May 20, 2025
WPBF 25 has been a longstanding partner in promoting Downtown West Palm Beach through broadcast and digital advertising. Their multimedia Lifestyle Forecast campaign continues to deliver strong reach and engagement, while highlighting DDA initiatives and key events to a broad regional audience.
Campaign Performance (May 2024 – March 2025):
• 6.4 million total impressions
• 768 total TV commercials aired
• 1,267 average daily website visits, up from 272 a 365% increase
Additional Value-Added Items:
WPBF has included more than $50,000 in added promotional value:
• 60 bonus commercials over 12 months
• DDA priority event coverage in WPBF 25 Lifestyle Forecast
• Quarterly spotlights in the 9AM news
• Custom survey questions for market insights
• Digital creative production, if needed
Recommendation:
Staff is requesting approval to renew our annual media partnership with WPBF 25 in the amount of $99,996, matching last year’s approved budget. The continued campaign will ensure a strong exposure delivery and increased engagement.
MEMO
To: Rick Reikenis, Chairman
Robert Sanders, Vice Chairman
Samantha Bratter
Peter Cruise
Tim Harris
Daryl Houston
Bernardo Neto
From: Samantha Moore
RE: Budget Amendment Resolution No. 01-2025
Date: Tuesday, May 20, 2025
Staff is requesting an amendment to the FY 2025 DDA budget to account for the carryforward adjustment resulting from the audit, and to reallocate funds to cover additional expenses related to business development, district services community policing and enhanced cleaning of downtown.
The budget after the amendment is attached to the resolution as Exhibit “A”. Staff recommends approval of Budget Amendment Resolution No. 01-2025
RESOLUTION
NO. 01-2025
A RESOLUTION OF THE WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY AMENDING THE ADOPTED 2024/2025 FISCAL YEAR BUDGET; PROVIDING AN EFFECTIVE DATE AND FOR OTHER PURPOSES.
WHEREAS the West Palm Beach Downtown Development Authority adopted its Final 2024/2025 Fiscal Year Budget on September 16, 2024, by Resolution No. 04-2024; and
WHEREAS the Downtown Development Authority desires to amend its adopted budget to adjust the final carry forward amount and move funds between budget line items from the 2024/2025 Fiscal Year DDA Budget and to and to allocate those funds for specific purposes as outlined in Exhibit A Amended Carryforward Budget May 20, 2025, to meet forecasted financial obligations in Fiscal Year 2024/2025.
NOW, THEREFORE, BE IT RESOLVED BY THE WEST
PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY THAT:
Section 1: The recitals set forth above are true and correct and are incorporated herein and are a part hereof by this reference.
Section 2: This Resolution amending the adopted 2024/2025 Fiscal Year Budget shall be attached to and made a part of said budget.
Section 3: This Resolution shall take effect immediately upon adoption.
AYE NAY
RICK REIKENIS, CHAIR
ROBERT SANDERS, VICE CHAIR
SAMANTHA BRATTER
PETER CRUISE
TIM HARRIS
DARYL HOUSTON
BERNARDO NETO
PASSED AND ADOPTED THIS 20th day of May 2025.
DOWNTOWN DEVELOPMENT AUTHORITY
RICK REIKENIS, CHAIRMAN
ATTEST:
CERTIFICATE
I, the undersigned Executive Director of the West Palm Beach Downtown Development Authority, do hereby certify that the foregoing is a true and correct copy of the Resolution adopted by said Authority on the 20th day of May 2025.
TENEKA JAMES EXECUTIVE DIRECTOR
DDACRACRA/CityCRA DDAGrand
DDACRACRA/CityCRA
DDACRACRA/CityCRA
DDACRACRA/CityCRA DDAGrand
DDACRACRA/CityCRA
DDACRACRA/CityCRA DDAGrand
WEST PALM BEACH DDA
BUDGET
WEST PALM BEACH DDA
BUDGET TRANSFER/AMENDEMENT
Budget Amendment Resolution No. 01-2025/ May 20, 2025
