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Home My WebLink AboutContract 58056-R2CSC No. 58056-R2 CITY OF FORT WORTH REQUEST TO EXERCISE RENEWAL OPTION September 5, 2024 North Texas Hydromulch & Landscape Services Attn: Nancy Almeida Address: 8205 Camp Bowie W # 105 Fort Worth, Texas 76116 Re: Contract Renewal Notice — 2nd Renewal Contract No. CSC No. 58056 Renewal Term: 9/3/2024 to 9/4/2025 Renewal Amount: $126,144.00 The above referenced Contract with the City of Fort Worth expires on September 3, 2024 (the "Expiration Date). This letter is to inform you that the City is exercising its right to renew the contract for its 2nd term in an amount up to $126,144.00 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 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, Rer� 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 7�C,._ By: Name: Fernando Costa Title: Assistant City Manager APPROVAL RECOMMENDED: By: Christopher Harder (Sep 5, 2024 14:28 CDT) Name: Chris Harder Title: Water Director v FfORt�9�d �e 0 PVo °=d ATTEST: By: U Name: Jannette Goodall Title: City Secretary North T a romulc Landscaping By: LA Name: Nancy eida 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: Requm 604W Name: Regina Jones Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: Douglas Black (Sep 6, 202412:13 CDT) Name: Doug Black Title: Sr. Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 22-0610 Date Approved: 8/23/2022 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: 08/23/22 M&C FILE NUMBER: 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 & 15.00 12.00 9.00 40.00 76.00 Landscape Services, LLC C.Green Scaping, LP 13.33 10.00 8.00 21.73 53.06 Lawn Patrol Service, 14.17 10.67 9.00 0.00 33.84 Inc. 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. Submitted for Citv Manaaer's Office bv: Reginald Zeno 8517 Oriainatina Business Unit Head Additional Information Contact: Expedited Dana Burghdoff 8018 Anthony Rousseau 8338 Christopher Harder 5020 Cynthia Garcia 8525 Maria Canoura 2526 CERTIFICATE OF INTERESTED PARTIES FORM 1295 loll 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 06/01/2022 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) 01 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 wawN.ethics.state. s Version V1.1.191hScdc