HomeMy WebLinkAboutContract 60031-R1CSC No. 60031-R1
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
January 22, 2024
Sports Field Solutions
Attn: Phil Grefrath or Whom It May Concern
16400 Dallas Pkwy, Suite 305
Dallas, TX 75248
Re: Contract Renewal Notice —1st Renewal
Invitation to Bid — Ground Maintenance Services
Contract CSC No. 60031
Original Contract Amount: $88,115.26
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 terms 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 httn://fortworthtexas.2ov/purchasin2 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,
ShatabY a rergland
Contract Compliance Specialist
(817) 392-8277
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
CSC No.
ACCEPTED AND AGREED:
CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
Dam q�lG%A� of this contract, including ensuring all
By: Dana Burghdoff (F'e`b, 202421:�2 CST) performance and reporting requirements.
Name: Dana Burghdoff
Title: Assistant City Manager
Date: By:
Name: Shatabya Bergland
APPROVAL RECOMMENDED: Title: Contract Compliance Specialist
APPROVED AS TO FORM AND LEGALITY:
By: Christopher Hafder (Feb 1, 202415:25 CST)
Name: Chris Harder
Title: Director, Water Department By: DBiack (Feb 1, 202417:49 CST)
Name: Douglas. W. Black
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ATTEST: FORT°qaa Title: Sr. Assistant City Attorney
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AUTHORIZATION:
4an....pfiaa�a M&C: 23-0569
By: ( °a6O Date Approved: 6/27/2023
Name: Jannette S. Goodall
Title: City Secretary Form 1295 Certification No.: 2023-1031663
CONTRACTOR/VENDOR:
By: Sports Field Solutions
Name:
v
Title: COO
Date: 1 /25/24
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