HomeMy WebLinkAboutContract 59691-R2CSC No. 59691-R2
CITY OF FORT WORTH
REQUEST TO EXERCISE RENEWAL OPTION
June 9, 2025
North Texas Hydromulch & Landscape
Services, LLC
Attention: Nancy Almeida
Address: 8205 Camp Bowie West 9105
Fort Worth, Texas 76116
Re: Contract Renewal Notice — 2nd Renewal
Contract No. CSC No. 59691
Renewal Term: June 30, 2025 to June 30, 2026
Renewal Amount: $376,172.00
The above referenced Contract with the City of Fort Worth expires on June 30, 2025 (the
"Expiration Date). This letter is to inform you that the City is exercising its right to renew the
contract for its 2nd term in an amount up to $376,172.00 which will be effective immediately after
the Expiration Date. All other terms and conditions of the contract remain unchanged. Please sign
and return the second page of this letter, along with a copy of your current insurance
certificate, to the undersigned.
Please log onto PeopleSoft Purchasing at 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,
R194-
Regina Jones
Contract Compliance Specialist
817-392-2698
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
ACCEPTED AND AGREED:
CITY OF FORT WORTH
By: 06/23/2025
Name: Jesica McEachern
Title: Assistant City Manager
APPROVAL RECOMMENDED:
By: Christop�dea r(Jun 10, 2025 13737 rnT)
Name: Chris Harder
Title: Water Director
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ATTEST:
By. 06/24/2025 a°°°'Fo"544a
Name: Jannette Goodall
Title: City Secretary
P, r
North Texa
Service ,
By: i
Name: Nancy 2
Title: Ownor
Landscape.
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: Rgiaa fi ""
Name: Regina Jones
Title: Contract Compliance Specialist
APPROVED AS TO FORM AND
LEGALITY:
By. Douglas Black (Jun 11, 202517:09 CDT)
Name: Doug Black
Title: Sr. Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 23-0451
Date Approved:6-13-2023
Form 1295 Certification No: 2023-1013715
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 2 of 2
6/9/25, 11:26 AM
M&C Review
CITY COUNCILMMNDA
Create New From This M&
DATE: 6/13/2023 ZEFERENCE
O.:
Official site of the City of Fort Worth, Texas
FORT`'FORTH
Ir-
13P ITB 23-0034 GRASS
**M&C 23- LOG NAME: SEED AND SOD AND
0451 INSTALL SERVICE AW
WATER
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT. (ALL) Authorize Execution of Agreements with C. Green Scaping, LP and North Texas
Hydromulchi & Landscaping Services, LLC for Grass Seed, Sod, and Installation Services
for the Water, Transportation & Public Works, and Park & Recreation Departments in
a Combined Annual Amount Up to $341,199.50 and Authorize Four One -Year Renewals
in the Amount of $358,259.00 for the First Renewal, $376,172.00 for the Second
Renewal, $394,981.00 for the Third Renewal, and $414,730.00 for the Fourth Renewal
I
RECOMMENDATION:
It is recommended that the City Council authorize execution of agreements with C. Green Scaping,
LP and North Texas Hydromulch & Landscaping Services, LLC for grass seed, sod, and installation
services for the Water, Transportation and Public Works, and Park & Recreation Departments in a
combined annual amount up to $341,199.50 and authorize four, one-year renewals in the amount
of $358,259.00 for the first renewal, $376,172.00 for the second renewal, $394,981.00 for the third
renewal, and $414,730.00 for the fourth renewal.
The Water, Transportation & Public Works, and Park & Recreation Departments approached the
Purchasing Division for assistance with securing an agreement for grass seed, sod, and
installation services on an as -needed basis. Under the proposed agreements, the vendors will
provide grass seed and sod, and installation services on residential and commercial
properties throughout the City of Fort Worth. Purchasing issued an Invitation to Bid (ITB)
that consisted of detailed specifications including the certification and licensing requirements of
prospective vendors, the equipment required to perform services, and the response time needed to
ensure services are performed in a timely manner.
The ITB was advertised in the Fort Worth Star -Telegram on February 22, 2023, March 1, 2023, March
8, 2023, and March 15, 2023. The City received three responses. Justin Seed Co. was deemed non-
responsive due to not bidding on all required line items.
An evaluation panel consisting of representatives from the Water, Transportation & Public Works, and
Park & Recreation Departments reviewed and scored the submittal 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
a
C. Green Scaping, LP 111.50
North Texas Hydromulch & Landscape Services LLC 111.50
Best Value Criteria:
Evaluation Factors
b I c I d Total score
10.50 I13.75 �35.00 I 70.75
10.00 � 13.13 131.70 I 66.33
a. Contractor's Qualifications and Experience
b. Contractor's ability to deliver products and perform services in a timely manner
c. Extent to which the services meet the City's needs
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6/9/25, 11:26 AM
d. Cost of service
M&C Review
After evaluation, the panel concluded that C. Green Scaping, LP and North Texas Hydromulch &
Landscaping Services, LLC presented the best value. Therefore, the panel recommends that Council
authorize agreements with C. Green Scaping, LP and North Texas Hydromulch & Landscaping
Services, LLC. 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 5\% to ensure the City is able to meet demand. The total compensation
for the initial term of the contracts shall not exceed $341,199.50, $358,259.00 for the first renewal,
$376,172.00 for the second renewal, $394,981.00 for the third renewal, and $414,730.00 for the
fourth renewal.
FUNDING: The maximum amount allowed under this agreement for the initial term will be
$341,199.50; however, the actual amount used will be based on the need of the department and
available budget.
Funding is budgeted in various accounts of the Water, Transportation & Public Works and Park &
Recreation Operating Funds and in the SW Minor Repair & Renov-Paving project within the
Stormwater Capital Projects Fund.
Department I Budgeted Amount
(Park & Recreation $124,500.00
TTransportation & Public Works $53,699.50
Water $163,000.00
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.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as
previously appropriated, in the Stormwater Utlity, Water & Sewer, Municipal Golf and General Funds
and in the current capital budget in the Stormwater Capital Projects Fund for the SW Minor Repair &
Renov-Paving project to support the approval of the above recommendation and execution of the
agreements. Prior to any expenditure being incurred, the Water, Transportation & Public Works and
Park & Recreation Departments have the responsibility to validate the availability of funds.
BQN\\
TO
Fund I 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)
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M&C Review
Submitted for Cibi Manaaer's Office bw
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Reginald Zeno (8517)
Dana Burghdoff (8018)
Reginald Zeno (8517)
Christopher Harder (5020)
Jo Ann Gunn (8525)
Alyssa Wilkerson (8357)
13P ITB 23-0034 GRASS SEED AND SOD AND INSTALL SERVICE AW WATER funds availabilitv.,pdf (CFW Internal)
13P ITB 23-0034 GRASS SEED AND SOD AND INSTALL SERVICE AW WATER Updated FID.xlsx (CFW Internal)
Business Equity Waiver.pdf (CFW Internal)
Form 1295- C Green Scapino.pdf (CFW Internal)
Form 1295- North Texas Hvdromulch.jpeg (CFW Internal)
SAMs Report- C. Green Scapinq, LP.pdf (CFW Internal)
SAMs Report- North Texas Hvdromulch & Landscape Services LLC.Ddf (CFW Internal)
Signature: ?,,P Signature: 5� �
Email: Ronald.Gonzales@fortworthtexas.gov Email: allison.tidwell@fortworthtexas.gov
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