HomeMy WebLinkAboutContract 62845-A1CSC No. 62845-Al
FIRST AMENDMENT OF CITY SECRETARY CONTRACT NO. 62845 A NON-
EXCLUSIVE MOWING AND GROUNDS MAINTENANCE SERVICES AGREEMENT
BETWEEN THE CITY OF FORT WORTH AND INCIRCLE MANAGEMENT, INC.
This FIRST AMENDMENT OF CITY SECRETARY CONTRACT NUMBER
62845 ("First Amendment") is made and entered into by and between the CITY OF FORT
WORTH ("City"), a home -rule municipal corporation of the State of Texas, acting by
and through its duly authorized Assistant City Manager, and INCIRCLE
MANAGEMENT, INC. ("Contractor"), a Texas corporation acting by and through its
duly authorized representative.
WHEREAS, through ITB/RFP No. 25-0005 ("Bid"), the City solicited bids to
award non-exclusive agreements to multiple bidders for mowing and grounds maintenance
services on an as -needed basis with an initial aggregate amount not to exceed $6,570,000.00 for
all contracts awarded to the successful bidders during the initial term;
WHEREAS, Contractor was one of the successful bidders awarded a contract to
provide non-exclusive mowing and grounds maintenance services to the City;
WHEREAS, the City and Contractor entered into a non-exclusive mowing and grounds
maintenance services agreement, City Secretary Contract Number 62845 ("Agreement");
WHEREAS, the parties now desire to amend portions of Section 2 of the Agreement;
and
NOW, THEREFORE, in consideration of the mutual covenants and promises set forth
herein and other good and valuable consideration, the sufficiency of which is hereby
acknowledged, the City and Contractor agree to renew and amend the Agreement as follows:
I.
Section 2.2 is hereby amended by deleting it in its entirety and replacing it with the
following:
2.2 Contractor understands and agrees that the City will award non-exclusive purchase
agreements to multiple bidders for mowing and grounds maintenance services as outlined in the
Bid, which is on file with the City's Purchasing Department. Contractor further understands that
the aggregate not -to -exceed amount of all contracts awarded to multiple contractors under the
Bid will be in an amount not to exceed Six Million Five Hundred Seventy Thousand Dollars
and Zero Cents ($6,570,000.00) during the initial term, and the City makes no promise or
guarantee of the total amount of work that will be assigned to Contractor under this Agreement.
If the City decides to renew the agreement, the maximum aggregate compensation amounts for
each renewal period for all contracts awarded to multiple contractors will not exceed the
following: $6,898,500.00 during the first renewal period, $7,243,425.00 during the second
OFFICIAL RECORD
CITY SECRETARY
First Amendment of CSC 62845 FT. WORTH, TX 1 of 9
renewal period, $7,605,596.25 during the third renewal period, $7,985,876.06 during the fourth
renewal period, and $8,385,169.86 during the fifth renewal period.
II.
1. All other terms and conditions of the Agreement remain in full force and effect
except as specifically set forth in this First Amendment.
2. All terms of this First Amendment that are capitalized but not defined herein have
the meanings assigned to them in the Agreement.
[SIGNATURES ON THE FOLLOWING PAGE]
First Amendment of CSC 62845 2 of 9
IN WITNESS WHEREOF, the City and Contractor have executed this First
Amendment to be effective on February 27, 2025.
CITY OF FORT WORTH
Dana gatyhdoAc
By: Dana Burghdoff (Mar IY202513:14 CDT)
Dana Burghdoff
Assistant City Manager
Date: 03/1 0/2025
Recommended:
)a'-" fe-,
Dave Lewis, Director
Park & Recreation Department
,7od W. Mckiw&
Joel W. McKnight (Mar 7, 20251 . 6 CST)
Joel W. McKnight, Assistant Director
Park & Recreation Department
APPROVED AS TO FORM AND LEGALITY:
7Q
Trey Qualls
Assistant City Attorney
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oa
ATTEST:
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Jannette S. Goodall
City Secretary
M&C: 25-0153 (February 25, 2025)
Form 1295: 2025-1255661
INCIRCLE MANAGEMENT,
INC.
By: michellejung(Mar K1025 4:44CST)
Michelle Jung
President
Date: 03/08/2025
Contract Compliance Manager:
By signing, I acknowledge that I am the person responsible for
the monitoring and administration of this contract, including all
performance and reporting requirements.
� `,X-�
Christopher Swindle
Sr. Contract Compliance Specialist
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
First Amendment of CSC 62845 3 of 9
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
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. 2025-1255661
Incircle Management Inc
Colleyville, 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 01/09/2025
being filed.
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.
25-0005
GROUNDS MAINTENANCE
Nature of interest
4
Name of Interested Party City, State, Country (place of business) (check applicable)
Controlling Intermediary
5 Check only if there is NO Interested Party
6 UNSWORN DECLARATION
My name is
❑X
My address is 3 j 0 T P`�,-1, rwL
(street)
and my date of birth is
(city) (state)
LA
(zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in ((ti r V I County, State of on the day of % 4't
(month)
G Signature of aulth�zed agent of contracting business entity
(Declarant)
20 2 S
(year)
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M&C Review
0
CITY COUNCIL AGEND
Create New From This M&C
DATE: 2/25/2025 REFERENCE
NO.:
CODE: P TYPE:
Official site of the City of Fort Worth, Texas
FORT WORTH
**M&C 25- 13P RFP 25-0005
0153 LOG NAME: GROUNDS MAINTENANCE
KQ PARD
CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Execution of Non -Exclusive Agreements with Identified Vendors for
Grounds Maintenance Services in an Annual Amount Up to $6,570,000.00 for the Initial
Term and Authorize Five One -Year Renewal Options for Up to $6,898,500.00 for
Renewal 1, $7,243,425.00 for Renewal 2, $7,605,596.25 for Renewal 3, $7,985,876.06
for Renewal 4, and $8,385,169.86 for Renewal 5 for the Park & Recreation, Police, and
Property Management Departments
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive agreements with BrightView
Landscape Services, Inc., Incircle Management, Inc., Lawn Patrol Service, Inc., SRH Landscapes,
LLC, Civilian Division, LLC dba GI Mow, Scott Landscape Maintenance, Inc., Perfect Finish
Landscaping, LLC, Reeder Industries, Inc. dba Reeder Landscape, Presbyterian Night Shelter of
Tarrant County, Inc. for grounds maintenance services in an annual amount up to $6,570,000.00 for
the initial term and authorize five one-year renewal options for up to $6,898,500.00 for renewal 1,
$7,243,425.00 for renewal 2, $7,605,596.25 for renewal 3, and $7,985,876.06 for renewal 4, and
$8,385,169.86 for renewal 5 for the Park & Recreation, Police and Property
Management Departments.
DISCUSSION:
The Park & Recreation Department approached the Purchasing Division to establish an annual
agreement for grounds maintenance services including but not limited to mowing, trimming, and litter
pick up for City -owned lots, parks, facilities, rights of way, and traffic dividers for the Park &
Recreation, Police, and Property Management Departments. Purchasing Staff issued Request for
Proposal (RFP) No. 25-0005. The RFP consisted of detailed specifications listing the locations,
frequency, and quality of the grounds maintenance services to be performed.
The RFP was advertised in the Fort Worth Star -Telegram on October 23, 2024, October 30, 2024,
November 6, 2024, November 13, 2024, and November 20, 2024. The City received 17 bids.
Abescape Group, LLC, Lawn Escapades and General Contracting, Leon's Landscape Services, LLC
and Prestige Worldwide Services, LLC were deemed non -responsive by the Diversity and Inclusion
Department/Business Equity Division for failure to comply with the established Business Equity Goal.
The remaining 13 responses were evaluated by an evaluation panel consisting of representatives from
the Park & Recreation, Diversity and Inclusion, and Code Compliance Departments reviewed and
scored the submissions using Best Value criteria.
After evaluation, Bea -Son Tractor Mowing dba BST Mowing was deemed non -responsive and
eliminated from the evaluation process as the firm did not meet 50\% of the technical points necessary
to move forward to cost evaluation. Once the technical evaluation was completed, Purchasing staff
allocated points associated with pricing to each vendor. The individual scores were averaged for each
of the criteria and the final scores are listed in the table below:
Proposer I a I b I c I d I Total Score
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M&C Review
BrightView
Landscape 26.40
17.60
13.50
20.29
77.79
Services Inc.
Incircle 22.80
15.20
11.40
25.23
74.63
Management,
Inc.
Lawn Patrol 25.80
17.20
13.50
16.49
72.99
Service, Inc.
SRH 24.60
17.20
12.30
15.46
69.56
Landscapes,
LLC
Civilian 24.60
16.00
11.70
10.17
62.47
Division, LLC
dba GI Mow
Scott
Landscape 24.00
16.80
11.10
7.19
59.09
Maintenance,
Inc.
Perfect Finish 20.40
11.60
8.10
17.46
57.56
Landscaping,
LLC
Reeder
Industries, Inc. 15.00
13.20
9.90
14.96
53.06
dba Reeder
Landscape
Presbyterian
Night Shelter 21.00
14.40
10.50
7.04
52.94
of Tarrant
County, Inc.
L. A. T. E. LLC 18.00
12.80
9.30
9.87
49.97
Royce Lawn & 14.40
10.00
9.30
10.30
44.00
Landscaping,
LLC
WCD 18.00
11.60
7.20
2.70
39.50
Enterprises
LLC
Best Value Criteria:
a) Ability to Meet the City's Needs
b) Qualifications and Experience
c) Approach to Perform Services
d) Cost
After evaluation, the panel concluded that BrightView Landscape
Services, Inc., Incircle
Management,
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Inc., Lawn Patrol Service, Inc., SRH Landscapes, LLC, Civilian Division, LLC dba GI Mow, Scott
Landscape Maintenance, Inc., Perfect Finish Landscaping, LLC, Reeder Industries, Inc. dba Reeder
Landscape, and Presbyterian Night Shelter of Tarrant County, Inc. presented the best value for the
City. Therefore, the panel recommends that Council authorize non-exclusive agreements to these
identified vendors. No guarantee was made that a specific amount of services would be purchased.
Staff certifies that the recommended vendor responses met bid specifications.
A 1295 form is not required for that BrightView Landscape Service, Inc. as they are a publicly traded
company.
Funding is budgeted in the General Operating & Maintenance category in the General Fund for the
Park & Recreation, Police and Property Management Departments. The maximum amount allowed
under these agreements will be $6,570,000.00 with a 5\% increase for each renewal period to allow
for price increases on labor and materials, and inventory change on City owned properties; however,
the actual amount used will be based on the need of the department and available budget.
BUSINESS EQUITY: The Business Equity Division placed a 5.2\% business equity goal on this
solicitation/contract.
Brightview Landscapes LLC., will be exceeding the goal at 6\%, meeting the City's Business Equity
Ordinance. Any changes in subcontractors will be reviewed by the Business Equity Division.
GIMOW, submitted a Prime Waiver Form, which is in accordance with the City's Business Equity
Ordinance. Prime Company, Inc., will be self -performing the entire scope of the contract.
Incircle Management Inc., will be exceeding the goal at 10\%, meeting the City's Business Equity
Ordinance. Any changes in subcontractors will be reviewed by the Business Equity Division.
Lawn Patrol Service Inc., will be exceeding the goal at 100\% as a Business Equity Prime and self -
performing the scope of the services, meeting the City's Business Equity Ordinance. Any changes
in subcontractors will be reviewed by the Business Equity Division.
NTSM dba Perfect Finish Landscaping, submitted a Prime Waiver Form, which is in accordance with
the City's Business Equity Ordinance. Prime Company, Inc., will be self -performing the entire scope
of the contract.
Presbyterian Night Shelter, submitted a Prime Waiver Form, which is in accordance with the City's
Business Equity Ordinance. Prime Company, Inc., will be self -performing the entire scope of the
contract.
Reeder Industries Inc., submitted a Prime Waiver Form, which is in accordance with the City's
Business Equity Ordinance. Prime Company, Inc., will be self -performing the entire scope of the
contract.
Scott Landscape Maintenance Inc., has greed/committed to utilize 5.2\% business equity
subcontractor participation for the scope of work, meeting the City's Business Equity Ordinance.
Any changes in subcontractors will be reviewed by the Business Equity Division.
SRH Landscapes LLC., will be exceeding the goal at 25\%, meeting the City's Business Equity
Ordinance. Any changes in subcontractors will be reviewed by the Business Equity Division.
AGREEMENT TERMS: Upon City Council approval, these non-exclusive agreements shall begin upon
execution and expire one year from that date.
RENEWAL OPTIONS: The non-exclusive contracts may be renewed for up to five (5) one-year terms
at the City's option for up to $6,898,500.00 for renewal 1, $7,243,425.00 for renewal 2, $7,605,596.25
for renewal 3, $7,985,876.06 for renewal 4, and $8,385,169.86 for renewal 5. This action does not
require specific City Council approval provided that City Council has appropriated sufficient funds to
satisfy the City's obligations during the renewal term, nor does this action guarantee a cost increase to
contractors.
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 General Fund to support the approval of the above
First Amendment of CSC 62845 7 of 9
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recommendation and award of the contracts. Prior to any expenditure being incurred, the Property
Management, Police and Park and Recreation Departments have the responsibility to validate the
availability of funds.
BQN\\
TO
Fund Department I Account Project Program I Activity Budget Reference # Amount
ID ID Year I (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for Citv Manaaer's Office bv: Reginald Zeno (8517)
Jesica McEachern (5804)
Oriainatina Department Head: Reginald Zeno (8517)
Richard Zavala (5711)
Additional Information Contact: Brandy Hazel (8087)
Karen Quintero (8321)
ATTACHMENTS
1295 Form - 25-0005 - SRH.Ddf (CFW Internal)
1295 Form - 25-0005 Gi-Mow.Ddf (CFW Internal)
1295 Form - 25-0005 InCircle.Ddf (CFW Internal)
1295 Form - 25-0005 Perfect Finish.Ddf (CFW Internal)
1295 Form - 25-0005 Presbvterian.Ddf (CFW Internal)
1295 Form - 25-0005 Reeder.Ddf (CFW Internal)
1295 Form - 25-0005 Scott.Ddf (CFW Internal)
1295 Form - Lawn Patrol.Ddf (CFW Internal)
13P RFP 25-0005 GROUNDS MAINTENANCE Fid table.xlsx (CFW Internal)
13P RFP 25-0005 GROUNDS MAINTENANCE KQ PARD funds avail.docx (CFW Internal)
25-0005 (RFP Ground Maintenance- Formally Landscaping Services) Compliance Memo.Ddf
(CFW Internal)
SAM.gov - Brightview 1.9.25.Ddf (CFW Internal)
SAM.aov - GI Mow - No Results 1.9.25.Ddf (CFW Internal)
SAM.gov - Incircle 1.9.25.Ddf (CFW Internal)
SAM.aov - Lawn Patrol - No results 1.9.25.Ddf (CFW Internal)
SAM.aov - Perfect Finish - No Results 1.9.25.Ddf (CFW Internal)
SAM.gov - Presbvterian 1.9.25.Ddf (CFW Internal)
SAM.aov - Reeder 1.9.25.Ddf (CFW Internal)
SAM.gov - Scott - No Results 1.9.25.Ddf (CFW Internal)
SAM.aov - SRH - No Results 1.9.25.Ddf (CFW Internal)
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SOS - Bricihtview 1.9.25.pdf (CFW Internal)
SOS - GI Mow 1.9.25.Ddf (CFW Internal)
SOS - Incircle 1.9.25.pdf (CFW Internal)
SOS - Lawn Patrol 1.9.25.pdf (CFW Internal)
SOS - Perfect Finish 1.9.25.pdf (CFW Internal)
SOS - Presbvterian 1.9.25.pdf (CFW Internal)
SOS - Reeder 1.9.25.Ddf (CFW Internal)
SOS - Scotts 1.9.25.1)df (CFW Internal)
SOS - SRH 1.9.25.r)df (CFW Internal)
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