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Home My WebLink AboutContract 59798-RCSC No. 59798-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE January 22, 2024 Civilian Division dba GI -Mow Attn: Curtis Kinsey or Whom It May Concern 4170 Willman Ave North Richland Hills, TX 76180 Re: Contract Renewal Notice —1st Renewal Invitation to Bid — Ground Maintenance Services Contract CSC No. 59798 Original Contract Amount: $227,255.93 The above referenced contract with the City of Fort Worth, as renewed, expires February 28, 2024. This letter is to inform you that the City has appropriated funding and is exercising its right to renew the contract in the original contract amount, which will be effective upon execution by the designated Assistant City Manager. All other tenns and conditions of the contract remain unchanged. Please verify that the original payment, performance and maintenance bonds remain active or if retired, provide updated bonds when you return this letter (if applicable). Please sign in the space indicated below and return this document, along with a copy of your current insurance certificate, to the undersigned. Please log onto PeopleSoft Purchasing at httr)://fortworthtexas,aov/purchasine 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, Shatabya rergland Contract Compliance Specialist (817) 392-8277 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Pagel of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH ,Daha 541-ahbAi By: Dana Burgndoff (Jan Y, 2024 15.A` CST) Name: Dana Burghdoff Title: Assistant City Manager Date: APPROVAL RECOMMENDED: �1r��te We -tea.° By; ChristopherH der (Jan 30, 7.02473:38 CST) Name: Chris Harder Title: Director, Water Department o onu ATTEST: poF FORriyad �9dd oa�10 a>o O FQo PVa a=d �.n�nm�:x. � .b4�ua�u ad4� tEXASo'� By: l/l� bno a Name: Jannette S. Goodall Title: City Secretary CONTRACTOR/VENDOR: By: Civilian Division dba GI -Mow Name: C U 4\ 4) I�t ✓� 5 �� Title: 0 t„J v`Q V\ Date: CSC No. 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. �lic�t�Lb BAG By: Naive: Shatabya Bergland Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: 4)� By: Mack (Jan 30, 202415:13 CST) Name: Douglas. W. Black Title: Sr. Assistant City Attorney AUTHORIZATION: M&C: 23-0569 Date Approved: 6/27/2023 Form 1295 Certification No.: 2023-1031587 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: 06/27/23 M&C FILE NUMBER: M&C 23-0569 LOG NAME: 13P ITB 23-0054 GROUNDS MAINTENANCE SERVICES AW WATER SUBJECT (ALL) Authorize Execution of Agreements with BrightView Landscape Services, Inc., Civilian Division LLC dba GI -Mow, Lawn Patrol Service, Inc., and Sports Field Holdings dba Sports Field Solutions for Grounds Maintenance Services for the Water Department in a Combined Annual Amount Up to $750,000.00 for the Initial Term, and Authorize Four One -Year Renewals in an Amount Up to $900,000.00 for the First Renewal, $1,080,000.00 for the Second Renewal, $1,296,000.00 for the Third Renewal, and $1,555,200.00 for the Fourth Renewal RECOMMENDATION: It is recommended that the City Council authorize execution of agreements with BrightView Landscape Services, Inc., Civilian Division LLC dba GI -Mow, Lawn Patrol Service, Inc., and Sports Field Holdings dba Sports Field Solutions for grounds maintenance services for the Water Department in a combined annual amount up to $750,000.00 for the initial term, and authorize four one-year renewals in an amount up to $900,000.00 for the first renewal, $1,080,000.00 for the second renewal, $1,296,000.00 for the third renewal, and $1,555,200.00 for the fourth renewal. DISCUSSION: The Water Department approached the Purchasing Division for assistance with securing an agreement for grounds maintenance services at Water Department facilities throughout the City of Fort Worth. Purchasing issued an Invitation to Bid (ITB) that consisted of specifications including the equipment needed to perform services, the detailed grounds maintenance services to be performed, the required licenses to perform chemical application services, and the procedures the vendor must follow to verify the services are completed. The ITB was advertised in the Fort Worth Star -Telegram on April 5, 2023, April 12, 2023, April 19, 2023, April 26, 2023, and May 3, 2023. The City received 6 responses. However, upon evaluation, one bidder, 2 Brother's Landscaping, LLC did not meet the minimum requirements for their bid response to be evaluated. An evaluation panel consisting of representatives from the Water and Park and Recreation Departments reviewed and scored the submittals using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. Bidder i Evaluation Factors a b c d Total score BrightView Landscape Services, Inc. 1124.001121.00113.2511 0.00 I 48.25 Civilian Division LLC dba GI -Mow 1120.251118.75113.001118.#1 60.37 Lawn Patrol Service, Inc. 1120.251120.25112.7511 2.55 1 45.80 Sports Field Holdings dba Sports Field Solutions1117.251117.2512.751118.98I1 56.23 SRH Landscapes LLC 1122.501121.7512.751135.00I1 82.00 Best Value Criteria: a. Contractor's experience and references b. Contractor's availability of equipment and personnel to perform services c. Contractor's time to respond to service requests d. Cost of service After evaluation, the panel concluded that BrightView Landscape Services, Inc., Civilian Division LLC dba GI -Mow, Lawn Patrol Service, Inc., Sports Field Holdings dba Sports Field Solutions, and SRH Landscapes LLC presented the best value. When SRH Landscapes LLC was notified of the award recommendation, they declined to move forward. Therefore, the panel recommends that Council authorize agreements with BrightView Landscape Services, Inc., Civilian Division LLC dba GI -Mow, Lawn Patrol Service, Inc., and Sports Field Holdings dba Sports Field Solutions. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendors' bids met specifications. Due to inflation and supply chain concerns, staff recommends the total compensation for each annual renewal term be increased by 20% to ensure the City is able to meet demand. The total compensation for the initial term of the contracts shall be an amount up to $750,000.00, $900,000.00 for the first renewal, $1,080,000.00 for the second renewal, $1,296,000.00 for the third renewal, and $1,555,200.00 for the fourth renewal. Funding is budgeted in the Water and Wastewater Departments rollup within the Water & 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. AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and expire on February 28, 2024 to align with the mowing season. RENEWAL TERMS: This agreement may be renewed for four additional, one-year terms. 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. 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. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that upon approval of the recommendation, funds are available in the current operating budget, as previously appropriated, in the Water & Sewer Fund. Prior to an expenditure being incurred, the Water Department has the responsibility to validate the availability of funds. Submitted for Citv Manaaer's Office bv: Reginald Zeno 8517 Oriainatina Business Unit Head Dana Burghdoff 8018 Reginald Zeno 8517 Christopher Harder 5020 Additional Information Contact: Jo Ann Gunn 8525 Alyssa Wilkerson 8357