HomeMy WebLinkAboutContract 59790-R2CSC No. 59790-R2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
February 26, 2025
BrightView Landscape Services, Inc.
Attn: Ben Strictland or Whom It May Concern
2830 N Beach Street
Fort Worth, TX 76111
Re: Contract Renewal Notice
City Secretary Contract No. 59790 ("Contract")
Renewal Term No. 2: March 1, 2025 to February 28, 2026
The above -referenced Contract with the City of Fort Worth expires on February 28, 2025
("Expiration Date"). Pursuant to the Contract, renewals are at the sole option of the City. This
letter is to inform you that the City is exercising its right to renew the Contract for an additional
one (1) year period, which will begin immediately after the Expiration Date. All other terms and
conditions of the Contract remain unchanged. Please return this signed acknowledgement letter,
along with a copy of your quote for charges for the new renewal term and a current insurance
certificate, to the address set forth below, acknowledging receipt of the Contract Renewal
Notice. Failure to provide a signed acknowledgment does not affect the renewal.
Please log onto PeopleSoft Purchasing at http://fortworthtexas.2ov/nurchasin2 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,
/ / � WWI
VA
Shatabya Bergland
682-215-3477
Contract Renewal Pagel of 2
CSC No.
CITY OF FORT WORTH
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
By:
op�
and reporting requirements.
Name:
Jesica McEachern
Title:
Assistant City Manager
Date:
03/16/2025
By: Shata6a Ber land(Mar 11, 202514:22 CDT)
Name: Shatabya Bergland
Title: Sr. Contract Compliance Specialist
APPROVAL
RECOMMENDED:
APPROVED AS TO FORM AND LEGALITY:
Ch s- aooher Hader
By:
Christopher Harder (Mar 11, 202516:01 CDT)
Name:
Chris Harder
By:
Title:
Water Director
Name: Andrea Phillips
Title: Assistant City Attorney
ATTEST:
CONTRACT AUTHORIZATION:
M&C: 23-0569
Date Approved: 6/27/2023
By:
Name:
Jannette Goodall
Form 1295 Certification No.: N/A
Title:
City Secretary
Brightview Landscape Services, Inc.
By: C%�y�✓� t'
Name: Jessica Durbin
Title: Senior Vice President
Date: 03/11/25
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. 1120.251120.25J2.75j 2.55 1 45.80
Sports Field Holdings dba Sports Field Solutionsll17.251117.25112.751118.98I1 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