HomeMy WebLinkAboutContract 59853-A1R2CSC No. 59853-Al R2
FIRST AMENDMENT AND SECOND RENEWAL OF
CITY SECREARY CONTRACT NO. 59853
This FIRST AMENDMENT AND SECOND RENEWAL ("First Amendment and
Second Renewal") 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 representative, and THE F.A. BARTLETT TREE EXPERT COMPANY
("Vendor"), a Connecticut corporation, acting by and through its duly authorized representative.
The City and Vendor are herein referred to individually as a ("Party") and collectively as the
("Parties").
WHEREAS, on July 27, 2023, the City and Vendor entered into a Vendor Services
Agreement for tree removal and pruning services, the same being City Secretary Contract
("CSC") Number 59853 ("Agreement");
WHEREAS, the Agreement provides an initial term of one year and four (4) one-year
renewals;
WHEREAS, the Parties wish to amend the Agreement to clarify the total compensation
under this Agreement; and
WHEREAS, the first renewal term expires on July 26, 2025, and it is the collective desire
of the Parties to extend the Agreement through the Second Renewal Term;
NOW, THEREFORE, in consideration of the mutual covenants and agreements
contained herein, the City and Vendor agree to amend and renew the Agreement as follows:
I.
Subsection 3.1 of the Agreement is hereby amended by replacing it in its entirety with
the following:
3.1 Vendor understands and agrees that the City will award non-
exclusive agreements to multiple vendors for tree removal and pruning
services as outlined in M&C 23-0454. Vendor further understands that
the aggregate amount of all contracts awarded to multiple vendors
under M&C 23-0454 shall not exceed an annual amount of
$2,215,171.00 and the City makes no promises or guarantee of the total
amount of work that will be assigned to Vendor under the Agreement.
Due to frequent price changes, the Park & Recreation Department has
the authority to administratively approve invoices that contain price
increases to inventory, however, the total compensation under this
Agreement will not exceed Two Million Two Hundred Fifteen
Thousand One Hundred Seventy One dollars ($2,215,171.00).
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
First Amendment and Second Renewal of CSC No. 59853 Page 1 of 3
II.
The City and Vendor hereby agree to renew the Agreement for the Second Renewal Term
of one (1) year, effective beginning on July 27, 2025, and ending on July 26, 2026 ("Second
Renewal Term").
M.
(1) All terms and conditions of the Agreement that are not expressly amended
pursuant to this First Amendment and Second Renewal shall remain in full force and effect.
(2) All terms in this First Amendment and Second Renewal that are capitalized but
not defined shall have the meanings assigned to them in the Agreement.
(Signature page follows)
First Amendment and Second Renewal of CSC No. 59853 Page 2 of 3
IN WITNESS W REOF, the Parties hereto have executed this First Amendment
and Second Renewal in multiples.
City:
15aKw' &.r, 4hdayc'4
By: Dana Burghdoff (Mafr6, 2025 M.46 CDT)
Name: Dana Burghdoff
Title: Assistant city Manager
Date:
05/06/2025
Vendor:
By:
Name: Matthew Farin
Title: Executive Vice President
Email: mfarin@bartlett.com
FOR THE CITY OF FORT WORTH INTERNAL PROCESSES:
Approval Recommended:
By: Ap? f0-1
Name: Dave Lewis
Title: Director
Park & Recreation Department
By:
Name: Joel McElhany
Title: Assistant Director
Park & Recreation Department
Approved as to Form and Legality:
By: O
Name: Trey Qualls
Title: Assistant City Attorney
Contract Authorization:
M&C: 23-0454
Approval Date: 06/13/2023
Form 1295: 2023-1016066
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: e - 4y.
Name: Craig Fox
Title: City Forester
Park & Recreation Department
City Secretary:
By:
Name: Jannette S. Goodall
Title: City Secretary
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
First Amendment and Second Renewal of CSC No. 59853 Page 3 of 3
M&C Review
Page 1 of 3
A CITY COUNCIL AGEND
Create New From This M&C
Official site of the City of Fort Worth, Texas
FORTWORTH
REFERENCE **M&C 23- 13P ITB 23-0046 TREE
DATE: 6/13/2023 NO.: 0454 LOG NAME: REMOVAL SERVICES MC
PARD
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Non -Exclusive Purchase Agreements with the Paysage Group LLC dba
Smith Lawn & Tree, Shawnee Mission Tree Service, Inc. dba Arbor Masters and the F.A.
Bartlett Tree Expert Company to Provide Tree Removal and Pruning Services for City
Departments in a Combined Annual Amount Up to $2,215,171.00
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive purchase agreements with The
Paysage Group LLC dba Smith Lawn & Tree, Shawnee Mission Tree Service, Inc. dba Arbor Masters
and The F.A. Bartlett Tree Expert Company to provide tree removal and pruning services for City
departments in a combined annual amount up to $2,215,171.00 for the initial term and authorize four
one-year renewal options for the same amount.
A6'T�i111*11I*]ZI
The Park and Recreation, Water and Transportation & Public Works departments approached the
Purchasing Division to finalize an annual agreement to provide hazardous tree removal, pruning, and
disposal services throughout the City of Fort Worth (City). This agreement will also cover emergency
storm response services.
In order to procure these services, staff issued an Invitation to Bid (ITB) No. 23-0046. The ITB
consisted of detailed specifications of services to be performed by the vendors, and minimum
requirements that the vendor must comply with.
This bid was advertised in the Fort Worth Star -Telegram on March 22, 2023, March 29, 2023, April 5,
2023 and April 12, 2023. The City received five (5) responses.
An evaluation panel, consisting of representatives from the Park and Recreation and Transportation
& Public Works 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:
Bidders
The Paysage Group LLC dba Smith Lawn &
Tree
Z
awnee Mission Tree Service, Inc. dba
bor Masters
IThe F.A. Bartlett Tree Expert Company
GI -Mow
Evaluation Criteria
a b c d
24.00 15.50 12.00 34.35
15.7513.50 8.25 35.00
15.7513.50 8.25 0.00
6.75 4.50 3.38 X
Total Score Rank
85.85 1
72.50 2
37.50 3
Bidder did not 4
meet technical
points; therefore,
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M&C Review
Page 2 of 3
LaTour Tree Service
Best Value Criteria:
10.50 5.50 4.13 X
cost was not
evaluated.
Bidder did not
meet technical
points; therefore, 5
cost was not
evaluated.
a. Bidder's ability of resources to provide services (equipment and personnel);
b. Bidder's years in business, references and additional qualifications/certifications;
c. Bidder's ability to meet the City's needs; and
d. Cost of service.
GI -Mow and LaTour Tree Service did not score at least 50\% or more of the total available points for
technical criteria; therefore, both were deemed non -responsive.
After evaluation, the panel concluded that The Paysage Group LLC dba Smith Lawn & Tree,
Shawnee Mission Tree Service, Inc. dba Arbor Masters and The F.A. Bartlett Tree Expert Company
presented the best value to the City. Therefore, the panel recommends awarding non-exclusive
agreements to The Paysage Group LLC dba Smith Lawn & Tree, Shawnee Mission Tree Service,
Inc. dba Arbor Masters and The F.A. Bartlett Tree Expert Company. Under these non-exclusive
agreements the departments will request services in the order of lowest unit prices, availability and
vendor's proximity to the designated work site. No guarantee was made that a specific amount of
these services will be purchased. Staff certifies that the recommended vendors' bids meet
specifications.
FUNDING: The maximum allowed under this agreement would be $2,215,171.00; however, the
actual amount used will be based on the need of the department and available budget. The annual
departments allocation for this agreement is:
Department
Estimated Account Name
Annual Amount
Park & Recreation $ 1,585,990.00 Other Contractual Services
Water $ 385,129.00 Other Contractual Services
Transportation & Public Works $ 244,052.00 Other Contractual Services
Total $ 2,215,171.00 1
Funding is budgeted in the Other Contractual Services account within the Park and Recreation
Department rollup within the General Fund, Water Department rollup within the Water & Sewer Fund,
Transportation & Public Works Department rollup within the Stormwater Utility Fund and 4 various
projects within the General Capital Projects 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
shall expire one year from that date.
RENEWAL OPTIONS: The City shall have four one-year options to renew the Agreement. 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.
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FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating and capital budget,
as previously appropriated, in the General Fund, Water & Sewer Fund, Stormwater Utility Fund and
General Capital Projects Fund to support the approval of the above recommendation and award of
the agreement. Prior to an expenditure being made, the participating departments have the
responsibility to validate the availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for Citv Manager's Office bv: Reginald Zeno (8517)
Jesica McEachern (5804)
Originatinci Department Head: Reginald Zeno (8517)
Dave Lewis (5717)
Additional Information Contact: Jo Ann Gunn (8525)
Maria Canoura (2526)
ATTACHMENTS
13P ITB 23-0046 TREE REMOVAL SERVICES MC PARD.docx (CFW Internal)
DVIN-Tree Removal Services ITB Approved Waiver.0df (CFW Internal)
Form 1295 - FA Barlett Tree Expert Companv.0df (CFW Internal)
Form 1295 - SMTS dba Arbor Masters.Ddf (CFW Internal)
Form 1295-TPG dba Smith Lawn & Tree.Ddf (CFW Internal)
FW020 - Final FID TABLE - ITB 23-0046.xlsx (CFW Internal)
FW060 - Final FID TABLE - ITB 23-0046.xlsx (CFW Internal)
FW080 - Final FID TABLE - ITB 23-0046 R1.xlsx (CFW Internal)
SAMs Report SMT dba Arbor Masters Entitvinfo-20230502-010245.Ddf (CFW Internal)
SAMs Report The F.A. Bartlett Tree Expert Company - not found.0df (CFW Internal)
SAMs Report TPG dba Smith Lawn & Tree - not found.Ddf (CFW Internal)
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