HomeMy WebLinkAboutContract 58056-R1CSC No. 58056-R1
CITY OF FORT WORTH
REQUEST TO EXERCISE RENEWAL OPTION
July 6, 2023
North Texas Hydromulch & Landscape Services
Attn: Nancy Almeida
8205 Camp Bowie W # 105
Fort Worth, Texas 76116
Re: Contract Renewal Notice —1st Renewal
Contract No. CSC No. 58056
Renewal Term: September 3, 2023 to September 4, 2024
Renewal Amount: $105,120.00
The above referenced Contract with the City of Fort Worth expires on January 6, 2023 (the
"Expiration Date). This letter is to inform you that the City is exercising its right to renew the
contract for its 1 st term in an amount up to $105,120.00, which will be effective immediately after
the Expiration Date. All other terms and conditions of the contract remain unchanged. Please sign
and return the second page of this letter, along with a copy of your current insurance
certificate, to the undersigned.
Please log onto PeopleSoft Purchasing at http://fortworthtexas.2ov/purchasing to ensure
that your company information is correct and up-to-date.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
Regina Jones
Regina Jones
Contract Compliance Specialist
817-392-8277
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
ACCEPTED AND AGREED:
CITY OF FORT NORTH
Dana Hat-al7doff _
By: Dana Burghdoff (Aug�202311:24 CDT)
Name: Dana Burghdoff
Title: Assistant City Manager
APPROVAL RECOMMENDED:
Christopher Hader (Aug 2, 2023 11:23 CDT)
Name: Chris Harder
Title: Water Director 41_riAnnn
' F �oRT*&
vr,o ° 9 d
ATTEST: o * o *_'
a�
�m�a % aaC neXag4pp
By.
Name: Jannette Goodall
Title: City Secretary
North Texas Hydromulch & Landscape
Services f► A
By: %.f
Name: Nancy 4meida
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the
person responsible for the monitoring and
administration of this contract, including
ensuring all performance and reporting
requirements.
By: Rem Flea.
Name: Regina Jones
Title: Contract Compliance Specialist
APPROVED AS TO FORM AND
LEGALITY.
I
By:
Mack (Aug 3, 2 CDT)
Name: Doug Black
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 22-0610
Date Approved: 8/2 3/2022
Form 1295 Certification No. 2022-916909
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
City of Fort Worth, Texas
Mayor and Council Communication
DATE: Tuesday, August 23, 2022 REFERENCE NO.: **M&C 22-0610
LOG NAME: 13P ITB 22-0143 LANDSCAPE IRRIGATION SERVICES MC WATER
SUBJECT:
(ALL) Authorize Non -Exclusive Purchase Agreements with North Texas Hydromulching and Landscape
Services, LLC and C.Green Scaping, LP for Landscape Irrigation Services for the Water Department in a
Combined Annual Amount not to Exceed $146,000.00, and Authorize Five One -Year Renewals Options in
the Amount of $175,200.00 for the First Renewal, $210,240.00 for the Second Renewal, $252,288.00 for
the Third Renewal, $302,746.00 for the Fourth Renewal and $363,295.00 for the Fifth Renewal
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive purchase agreements with North Texas
Hydromulching and Landscape Services, LLC and C.Green Scaping, LP for landscape irrigation services
for the Water Department in a combined annual amount not to exceed $146,000.00 and authorize five one-
year renewals options in the amount of $175,200.00 for the first renewal, $210,240.00 for the second
renewal, $252,288.00 for the third renewal, $302,746.00 for the fourth renewal and $363,295.00 for the
fifth renewal.
DISCUSSION:
The Water Department approached the Purchasing Division to procure landscape irrigation services.The
services will be used where irrigation equipment and/or lines are damaged by City work crews during
other construction, repair and installation projects on City owned/operated facilities, right-of-ways, storm
water channels, citizen's homes, and industrial areas.
In order to procure these services, staff issued an Invitation to Bid (ITB). ITB No. 22-0143 consisted of
detailed specifications outlining service expectations and performance. No guarantee was made that the
City would purchase specific quantities. This bid was advertised in the Fort Worth Star -Telegram on June
22, 2022, June 29, 2022, July 6, 2022 and July 13, 2022. The City received three (3) responses.
An evaluation panel consisting of representatives of the Water and Transportation and Public Works
departments reviewed and scored the submittals using Best Value criteria. The individuals scores were
averaged for each criteria and the final scores are listed in the table below.
Evaluation Criteria
Bidders
a
b
c d Total Score Rank
North Texas
Hydromulch &
Landscape Services,
15.00
12.00
9.00 40.00 76.00 1
LLC
C.Green Scaping, LP
13.33
10.00
8.00 21.73 53.06 2
Lawn Patrol Service,
Inc.
14.17
10.67
9.00 0.00 33.84 3
Bed Value criteria:
a. Bidder's qualifications and references related to the scope of work;
b. Bidder's ability to meet the City's timeframes requested in this bid;
c. Bidder's ability to meet the City needs;
d. Cost of Service.
After evaluation, the panel concluded that North Texas Hydromulching and Landscape Services, LLC and
C.Green Scaping, LP presented the best value for the City. Therefore, the panel recommends that Council
authorize this agreement to North Texas Hydromulching and Landscape Services, LLC and C.Green
Scaping, LP. Based on the user department anticipated usage, staff recommends multiple non-exclusive
agreements be awarded to the listed vendors to ensure demands are met in a timely manner. Under these
non-exclusive agreements, departments will order services according to lowest cost and availability. Staff
certifies that the recommended vendors bid met specifications.
Due to market volatility caused by supply chain disruptions, it may be necessary to increase the total
compensation for each annual renewal term. Therefore, it is recommended that Council authorize a total
compensation increase for the renewal terms, if exercised, of 20\% each year. The total compensation for
the initial term of the contracts shall not exceed $146,000.00, $175,200.00 for the first renewal,
$210,240.00 for the second renewal, $252,288.00 for the third renewal, $302,746.00 for the fourth renewal
and $363,295.00 for the fifth renewal.
FUNDING: The maximum amount allowed under this agreement for the initial term will be $146,000.00,
however the actual amount used will be based on the need of the department and available budget. The
annual department allocation for this agreement is:
Estimated
Department Annual Account Name
Amount
Water $ 146,000.00 5330201 - Other Contractual Services
Funding is budgeted in the Water Department rollup within the Water and Sewer Fund.
DVIN-BE: A waiver of the goal for Business Equity subcontracting requirement is approved by the
DVIN-BE, in accordance with the Business Equity Ordinance, because the purchase of goods or services
is from sources where subcontracting or supplier opportunities are negligible.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the
City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not
require specific City Council approval as long as sufficient funds have been appropriated.
AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and
expire on September 30, 2022.
RENEWAL OPTIONS - The Agreement may be renewed for five (5) one-year renewal periods (October
1 st to September 30th). This action does not require specific City Council approval provided that the City
Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as previously
appropriated, in the Water and Sewer Fund to support the approval of the above recommendation and
award of the agreement. Prior to any expenditure being incurred, the Water Department has the
responsibility to validate the availability of funds.
BQN\\
FUND IDENTIFIERS (FIDs).:
TO
Fund Department Account Project programActivity Budget Reference # (Chartfield Amount
ID ID Year 2)
FROM
Fund Department Account Project programActivity Budget Reference # (Chartfield Amount
ID ID Year 2)
CERTIFICATIONS:
Submitted for City Manager's Office by: Reginald Zeno (8517)
Dana Burghdoff (8018)
Originating Department Head: Anthony Rousseau (8338)
Christopher Harder (5020)
Additional Information Contact: Cynthia Garcia (8525)
Maria Canoura (2526)
ATTACHMENTS
1. 1295 - C.Green Scaping Certificate 100940095.pdf (CFW Internal)
2. 1295 - North Texas Hydromulch & Landscape Service.pdf (CFW Internal)
3. 13P 22-0143 LANDSCAPE IRRIGATION SERVICES MC WATER.docx (CFW Internal)
4. 22-0143 WAIVER landscapeIrriVationServices GV_signed.pdf (CFW Internal)
5. BU060 - FID_TABLE_FOR_IRRIGATION_SERVICES 8-1-22R.xlsx (CFW Internal)
6. SAMs - C.Green Scaping LP - not found.pdf (CFW Internal)
7. SAMs - North Texas Hydromulch & Landscape Services - not found.pdf (CFW Internal)
CERTIFICATE OF INTERESTED PARTIES FORM 1295
1of1
Complete Nos. 1 - 4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name Of business entity filing form, and the city, state and country of the business entity's place Certificate Number:
of business. 2022-916909
North Texas Hydromulch & Landscape Services
Fort Worth, TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 08/01/2022
being filed.
The City of Fort Worth Date Acknowledged:
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
22-0143
Landscape Irrigation Services
Nature of interest
4
Name of Interested Party City, State, Country (place of business) (check applicable)
Controlling Intermediary
North Texas Hydromulch & Landscape Services Fort Worth, TX United States X
5 Check only if there is NO Interested Party.
6 UNSWORN DECLARATION
My name is
My address is
{street)
and my date of birth is
(city( {state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in County, State of n the ay of , 20
Z{month) (year)
Signature of 8Aorized agent of contracting business entity
{Declarant)
Forms provided by Texas Ethics Commission www.ethics.state. s Version V1.1.191hScdc