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Home My WebLink AboutContract 59754-R1CSC No. 59754-R1 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE June 13, 2024 BrightView Landscape Services, Inc. Attn: Mike Murphy or Whom It May Concern 2830 N Beach Street Fort Worth, TX 76111 Re: Contract Renewal Notice —1st Renewal Invitation to Bid — Plant Beds and Exterior Grounds Maintenance Contract CSC No. 59754 Original Contract Amount: $165,000.00 The above referenced contract with the City of Fort Worth, as renewed, expires July 10, 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, ,% 5"f&td 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 By: Name: Fernando Costa Title: Assistant City Manager Date: Sep 17, 2024 APPROVAL RECOMMENDED: chi-ikovheY tAgdei- By: Christopher HarAr (Sep 16, 202414:20 CDT) Name: Chris Harder Title: Director, Water Department 6444pa 4 n� ATTEST: F EORt�0 9�d�o PV8% a=d n�oa�a4a By: Name: Jannette S. Goodall Title: City Secretary CONTRACTOR/VENDOR: By: BriLyhtView Landscape Services Inc. Name: Jessica Durbin Title: Senior VP Date: 6/ 14/2024 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. s By: r Name: Shatabya Bergland Title: Contract Compliance Specialist APPROVED AS TO FORM AND LEGALITY: By: Douglas Black (Sep 17, 202414:06 CDT) Name: Douglas. W. Black Title: Sr. Assistant City Attorney AUTHORIZATION: M&C: 23-0553 Date Approved: 6/27/2023 Form 1295 Certification No.: N/A 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 23-0553 LOG NAME: 13P ITB 23-0048 PLANT BED MAINTENANCE SERVICES AW WTR SUBJECT (ALL) Authorize Execution of an Agreement with BrightView Landscape Services, Inc. for Plant Bed Maintenance Services for the Water Department in an Annual Amount Up to $150,000.00 for the Initial Term and Authorize Four, One -Year Renewals in the Amount of $165,000.00 for the First Renewal, $181,500.00 for the Second Renewal, $199,650.00 for the Third Renewal, and $219,615.00 for the Fourth Renewal RECOMMENDATION: It is recommended that the City Council authorize execution of an agreement with BrightView Landscape Services, Inc., for plant bed maintenance services for the Water Department in an annual amount up to $150,000.00 for the initial term and authorize four, one-year renewals in the amount of $165,000.00 for the first renewal, $181,500.00 for the second renewal, $199,650.00 for the third renewal, and $219,615.00 for the fourth renewal. DISCUSSION: The Water Department approached the Purchasing Division for assistance with securing an agreement for plant bed maintenance services on an as -needed basis. Under the proposed agreement, the vendor will provide monthly plant bed maintenance services for the water and wastewater treatment plants. Purchasing issued an Invitation to Bid (ITB) that consisted of specifications including the equipment needed to perform services, the detailed plant bed maintenance services to be performed, the procedures the vendor must follow to verify the services are completed, and the process to reschedule services in the case of inclement weather. The ITB was advertised in the Fort Worth Star -Telegram on March 22, 2023, March 29, 2023, April 5, 2023, April 12, 2023, April 19, 2023, and April 26, 2023. The City received one response. An evaluation panel consisting of representatives from the Water and Transportation Public Works Departments reviewed and scored the submittal using Best Value criteria. The individual scores were averaged for each of the criteria and the final score is listed in the table below. Bidder Evaluation Factors a b c d Total score BrightView Landscape Services, Inc.1124.50I114.67I15.33I135.0011 79.50 Best Value Criteria: a. Contractor's experience and references b. Contractor's ability of plants and equipment 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. presented the best value. Therefore, the panel recommends that Council authorize agreement with BrightView Landscape Services, Inc. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendor bid met specifications. Due to inflation and supply chain concerns, staff recommends the total compensation for each annual renewal term be increased by 10% to ensure the City is able to meet demand. The total compensation for the initial term of the contract shall not exceed $150,000.00, $165,000.00 for the first renewal, $181,500.00 for the second renewal, $199,650.00 for the third renewal, and $219,615.00 for the fourth renewal. FUNDING: The maximum amount allowed under this agreement for the initial term will be $150,000.00; however, the actual amount used will be based on the need of the department and available budget. Funding is budgeted in the Other Contractual Services account of 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 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. A Form 1295 is not required because: This contract will be with a publicly -traded business entity or a wholly -owned subsidiary of a publicly -traded business entity: BrightView Holdings, Inc 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 Additional Information Contact: Dana Burghdoff 8018 Reginald Zeno 8517 Christopher Harder 5020 Jo Ann Gunn 8525 Alyssa Wilkerson 8357