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Home My WebLink AboutContract 60249-R1CSC No. 60249-R1 CITY OF FORT WORTH CONTRACT RENEWAL AND AMENDMENT NOTICE January 24, 2024 Lawn Patrol Services Attn: Anthony Conley or Whom It May Concern PO Box 330895 Fort Worth, TX 76163 Re: Contract Renewal Notice— 11" renewal Invitation to Bid — Ground Maintenance Services Contract CSC No. 60249 Original Contract Amount: $1 15,149.91 The above referenced contract with the City of Fort Worth 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 at the Original Contract Amount, which renewal will be effective upon execution by the designated Assistant City Manager. All other terms and conditions of the contract, remain unchanged, with the exception of the prices to be charged. Contractor has requested, and the City accepts. the unit price increases shown on the attachment, which amends the contract. Please verify that the original payment, performance and maintenance bonds remain active or if retired, provide updated bonds when you rettirn this letter. 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 PeoplcSoft Purchasing at htty:llfortworthtexas.eovinurchasine to ensure that your company information is correct and up -to -late. If you have any questions concerning this Contract Renewal Notice, please contact ine at the telephone number listed below. Sincerely, -5'A , zt�"s '?"f &Ca'l Shatabya eB rgland Contract Compliance Specialist (817)392-8277 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Rencwal Page 1 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH Dana BurandoAc By Dana Burghdoff (Jan 3 , 202411:03 CST) Name: Dana Burghdoff Title: Assistant City Manager Date: APPROVAL RECOMMENDED: By: Christopher Har8er(Jan 25, 202408:23 CST) Name: Chris Harder Title: Director, Water Department ATTEST: ;aF FORr°qad �e o° � �9-i o a°=0 OVo � da�nn�64g44 By: V Name: Jannette S. Goodall Title: City Secretary CONTRACTORIVENDOR: By: Lawn Patrol Service Inc. Name: A -- -1 Title: AtC' St Date: ! - 1� `4 — Gn G `f Contracl Renewal 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 al I performance and rcporting requirements, By: Stata6 So Name: Shatabya Bergland Title: Contract Compliance Specialist APPROVED AS TO FORM AND LFGALTTY: i7 fj� By: DBlack (Jan 29, 202412:02 CST) Name: Douglas. W. Black Title: Sr_ Assislant City Attorney AUTHORIZATION: M &C: 23-0569 Date Approved: 06127/2023 Form 1295 Certification No.: 2023-1031090 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Pa9c 2 v1'2 box . Fort Worth, TX 76163 Phone 817.423.2273 LAW N PAT R0 L ..�, r I J E R V I C E � 1 N C - V,, _9 November 30, 2023 City of Fart Worth Attn: Purchasing Division Ref: Lawn Patrol Service, Inc. ITB-23-0054 CS60249 GIRDS MAINT PSK: 19890;23-0054 We are requesting a 3% increase per cycle for this contract due to the rise of labor arld furl price. In 2022, the labor cost per hour was $15.23. In 2023, the price has increase to $16.30 per hour. Fuel cost in 2022 was $2.88 per gallon, in 2023 we are currently paying $3.10 per gallon. Should you have any question, please feel free to contact oui office. Cordially, Lawn Patrol Scrvicc, Inc. ZI 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 $750,0W 00 for the initial Term, and Authorize Four One -Year Renewals in an Amount Up to $900,004.U0 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 far the Water Uepartment 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.CC 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 51 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 finai scores are listed in the table below. Bidder (BrightView Landscape Services, Inc. Civilian Division LLC dba GI -Mow IL.awn Patrol Service, Inc. Evaluation Fact a j b c d 24.00121.00k25. 0.00 20.25118.7 513 A O 118.37 20.25 24.25I2.751 2.55 I Lports Field Holdings dba Sports Field Solrrtionsi 17.25 j17.2512.75 {18.98 i LSRH Landscapes LLC 22.50I21.7512.75I35.40 Best Value Criteria: a. Contractor's experience and references ors �I Total score I b. Contractor's availability of equipment and personnel to perform services c. Contractor's time to respond to service requests d. Cost of service 48.25 1 60.37 45.80 5t3.23 82.00 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 DV IN -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 executlun and expire ❑n February 28, 2024 to align with the mowing season. RENEWAL TERMS This agreement may be renewed for four additional, one.yearterms. 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 1 CERTIFICATION;, The Director of Finance certifies that upon approval of the recommendation, funds are avaitable 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 Cltv Manaaer's Office bv: Reginald Zeno Orlainatino Business Unit Head Dana Burghdoff Reginald Zeno 8517 8018 8517 Christopher Harder 5020 Additional Information Contact. JD Ann Gunn B525 Alyssa Wilkerson 8357