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Home My WebLink AboutContract 60249-R2CSC No. 60249-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE February 26, 2025 Lawn Patrol Service Inc. Attn: Anthony Conley or Whom It May Concern P.O. Box 330895 Fort Worth, TX 76163 Re: Contract Renewal Notice — 2nd Renewal Grounds Maintenance Services Contract CSC No. 60249 (M&C 23-0569) Original Contract Amount: $295,149.81 The above referenced contract with the City of Fort Worth is eligible for renewal. 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 terms and conditions of the contract remain unchanged. Please verify that the original payment, performance and maintenance bonds, if any, remain active or if retired, provide updated bonds when you return this letter. 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/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, Shatabya Bergland Sr. Contract Compliance Specialist (817) 392-8277 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Purchase of Goods (4.02.25) 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: and reporting requirements. Name: n Title: Assistant City Manager Date. 06/05/2025 By: Shatabya Ber land(May 27, 202512:48 CDT) Name: Shatabya Bergland APPROVAL RECOMMENDED: Title: Sr. Contract Compliance Specialist By: ��r�- ll4lz�l NamcEh(gMpgjrjf Der (May 27, 2025 13:15 CDT) Title: Water Director ATTEST: 4 FOHT�na o.OF0000 k°0 0 4 �,� Aaaa oEzado4 By: Name:Inneotte Goodall Title: City Secretary Lawn Patrol Service Inc. By: Name: Anth%x Con e Title: rt'r 5, _ Date: 4" 5 - Za Z5' APPROVED AS TO FORM AND LEGALITY: 9&09-v By: Douglas Black (May 27, 2025 17:26 CDT) Name: Doug Black Title: Sr. Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 23-0569 Date Approved: 6/27/2023 Form 1295 Certification No.: 2023-1031096 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 23-0569 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 Evaluation Factors a b c d Total score BrightView Landscape Services, Inc. 1124.001121.00113.2511 0.00 11 48.25 Civilian Division LLC dba GI -Mow 1120.251118.75113.001118.3711 60.37 Lawn Patrol Service, Inc. 1120.251120.25112.7511 2.55 11 45.80 Sports Field Holdings dba Sports Field SolutionsII17.25,I17.25II2.75II18.98II 56.23 SRH Landscapes LLC 1122.501121.75112.751135.0011 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