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Home My WebLink AboutContract 59691-A1CSC No. 59691-R1 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION April 30, 2024 North Texas Hydromulch & Landscaping Services, LLC Attn: Nancy Almeida Address: 8205 Camp Bowie West #105 Fort Worth, Texas76116 Re: Contract Renewal Notice — V Renewal Contract No. CSC No. 59691 Renewal Term: June 30, 2024 to June 30, 2025 Renewal Amount: $358,259.00 The above referenced Contract with the City of Fort Worth expires on June 30, 2024 (the "Expiration Date). This letter is to inform you that the City is exercising its right to renew the contract for its 1st term in an amount up to $358,259.00 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/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, Regina Jones Contract Compliance Specialist 817-392-2698 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH By: Name: Fernando Costa Title: Assistant City Manager APPROVAL RECOMMENDED: CGtnkoliha- fllvvd �- By: Christopher Harder (May 20, 202414:47 CDT) Name: Chris Harder Title: Water Director a F ARAna v��o.......... °°° °°°`t09a !o ATTES L000° =4 _PC�4Il nEXA?o4� By: Name: Jannette Goodall Title: City Secretary North Texas Hydromulch & Landscape Services, LLC By. _ a Name: Nancy Almeida Title: Owner 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: -<eq� Aow Name: Regina Jones Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: Douglas Black (May 23, 202416:24 CDT) Name: Doug Black Title: Sr. Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 23-0451 Date Approved: 6-13-2023 Form 1295 Certification No: 2023-1013715 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 City of Fort Worth, Texas Mayor and Council Communication DATE: 06/13/23 M&C FILE NUMBER: M&C 23-0451 LOG NAME: 13P ITB 23-0034 GRASS SEED AND SOD AND INSTALL SERVICE AW WATER SUBJECT (ALL) Authorize Execution of Agreements with C. Green Scaping, LP and North Texas Hydromulch & Landscaping Services, LLC for Grass Seed, Sod, and Installation Services for the Water, Transportation & Public Works, and Park & Recreation Departments in a Combined Annual Amount Up to $341,199.50 and Authorize Four One -Year Renewals in the Amount of $358,259.00 for the First Renewal, $376,172.00 for the Second Renewal, $394,981.00 for the Third Renewal, and $414,730.00 for the Fourth Renewal RECOMMENDATION: It is recommended that the City Council authorize execution of agreements with C. Green Scaping, LP and North Texas Hydromulch & Landscaping Services, LLC for grass seed, sod, and installation services for the Water, Transportation and Public Works, and Park & Recreation Departments in a combined annual amount up to $341,199.50 and authorize four, one-year renewals in the amount of $358,259.00 for the first renewal, $376,172.00 for the second renewal, $394,981.00 for the third renewal, and $414,730.00 for the fourth renewal. The Water, Transportation & Public Works, and Park & Recreation Departments approached the Purchasing Division for assistance with securing an agreement for grass seed, sod, and installation services on an as -needed basis. Under the proposed agreements, the vendors will provide grass seed and sod, and installation services on residential and commercial properties throughout the City of Fort Worth. Purchasing issued an Invitation to Bid (ITB) that consisted of detailed specifications including the certification and licensing requirements of prospective vendors, the equipment required to perform services, and the response time needed to ensure services are performed in a timely manner. The ITB was advertised in the Fort Worth Star -Telegram on February 22, 2023, March 1, 2023, March 8, 2023, and March 15, 2023. The City received three responses. Justin Seed Co. was deemed non -responsive due to not bidding on all required line items. An evaluation panel consisting of representatives from the Water, Transportation & Public Works, and Park & Recreation Departments reviewed and scored the submittal 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 Evaluation Factors a b c d Total score IC. Green Scaping, LP Ill 1.501110.501113.751135.00�1 70.75 1 1North Texas Hydromulch & Landscape Services LLCI111.501110.001113.131131.70I1 66.33 Best Value Criteria: a. Contractor's Qualifications and Experience b. Contractor's ability to deliver products and perform services in a timely manner c. Extent to which the services meet the City's needs d. Cost of service After evaluation, the panel concluded that C. Green Scaping, LP and North Texas Hydromulch & Landscaping Services, LLC presented the best value. Therefore, the panel recommends that Council authorize agreements with C. Green Scaping, LP and North Texas Hydromulch & Landscaping Services, LLC. 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 5% to ensure the City is able to meet demand. The total compensation for the initial term of the contracts shall not exceed $341,199.50, $358,259.00 for the first renewal, $376,172.00 for the second renewal, $394,981.00 for the third renewal, and $414,730.00 for the fourth renewal. FUNDING: The maximum amount allowed under this agreement for the initial term will be $341,199.50; however, the actual amount used will be based on the need of the department and available budget. Funding is budgeted in various accounts of the Water, Transportation & Public Works and Park & Recreation Operating Funds and in the SW Minor Repair & Renov-Paving project within the Stormwater Capital Projects Fund. Department Budgeted Amount Park & Recreation $124,500.00 Transportation & Public Works $53,699.50 Water $163,000.00 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 one year from that date. RENEWAL TERMS: This agreement may be renewed for four additional, one-year terms at the amounts authorized through this Mayor & Council Communication. 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 funds are available in the current operating budget, as previously appropriated, in the Stormwater Utlity, Water & Sewer, Municipal Golf and General Funds and in the current capital budget in the Stormwater Capital Projects Fund for the SW Minor Repair & Renov-Paving project to support the approval of the above recommendation and execution of the agreements. Prior to any expenditure being incurred, the Water, Transportation & Public Works and Park & Recreation Departments have the responsibility to validate the availability of funds. Submitted for Citv Manaaer's Office bv: Reginald Zeno 8517 Dana Burghdoff 8018 Oriainatina Business Unit Head: Reginald Zeno 8517 Christopher Harder 5020 Additional Information Contact: Jo Ann Gunn 8525 Alyssa Wilkerson 8357 5/20/24, 1:58 PM Form 1295- North Texas Hydromulch.jpeg (1224x1595) CERTIFICATE OF INTERESTED PARTIES Complete Nos. 1 - 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. North Texas Hydromulch & Landscape Services Fort Worth, TX United States 2 Name of governmental entity or state agency that is a parry to the contract for which the form is being filed. The City of Fort Worth FORM 32955 1 of 1 OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number. 2023-1013715 Date Filed: 04/28/2023 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. ITB 23-0034 ITB 23-0034 Grass Seed and Sod, and Installation Services 4 Name of Interested Party North Texas Hydromulch & Landscape Services 5 Check only if there is NO Interested Party. ❑ Nature of interest City, State, Country (place of business) (check applicable) Controlling Intermediary Fort Worth, TX United States X 6 UNSWORN DECLARATION My name Is Nancy Almeida , and my date of birth is 10/17/1981 My address is 1704 Montrose Drive River Oaks TX 76114 USA (street) (city) Watc) (zip -do) (county) I declare under penalty of perjury that the foregoing is true and correct. Executed in Tarrant county, State of Texas - on the _ _day of April 20 23 (month) (yean V Signature of au rued agent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V3.5.1.7bd706d4 apps.cfwnet.org/ecouncil/Attachments/31079/Form 1295- North Texas Hydromulch.jpeg 1/1