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HomeMy WebLinkAbout063157-R1 - General - Contract - Jeffrey C. Meyka dba A&B Lawn and Gardencsc N�. 63157-R1 CITY 4F FORT WORTH CO�iTRACT RENEWAL NOTICE F'ebruary 10, 2.026 .�effrey C_ Meyka dba A&B Lawn and Garden Attza: Ben Vossler, Operations Manager 5425 River Oaks Boulevard Rive Oaks, TX 7b 1 J 4 Re: Contra.ct Renewal Notice Fort Worth City Secr�tary Contract No. 63157 ("Contraet") First Renewal Term: April 23, 2026 to Apx'il 22, 2027 The a6ove-referenced Contract with the City of Fort Worth expires on April 22, 2026 ("Expiration Date"). This Ietter is to inform you that t1�e City wishes to exercise its renewal option for a First Renewal Term, whicla will begin inunediately after the Expiratian Date as ou�line� above. All other terms and conditions of ihe Cantract remain unchanged. Please retu�n this signed acknow�edgment letter, alang with a current copy of yo�r insurance certi%�ate reflecting the City of Fort War�h as the Holder, ta the email addxess set forth below acknowledging receipt of the Con�tract Renewal Notice. Please log onto PeopleSoft Purchasing at . . :: to ensure that your cornpany infor�nation is correci and up to date. If you have any questions eflncerning ihis Contract Re�ewal Notice, please contact me at the telephone xtuznber listed below. Sincerely, ,��'�=r 'i� �s .1'� ��;,: Kimber Allen Sr. Contract Compliance Specialist � _ _ .. . . ... S 17�392--6�43 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Kenewal — C�C 63157-RI �'age 1 of z I■1 CSC No. ACCEPTED AND AGREED: CiTY OF FORT WORTH �J� � By: � Namc: William Johnson Title: Assistant City Manager Date: 02/16/2026 APPROVAL RECOMMENDED: i����� By: Name: Raymond Hill �I Title: Interim Fire Chief ATTEST: �nn ,�oF�Fopr °�a 00000 o, �t a e'�'° ?900 p �'oo° o.l d Pvo 0=4 dCP'f °°o o° ic�' OdQn nE4p54q,d B ����nr��, � �� Y= Name: Jannette S_ Goodall Title: Ciry Secretary CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person respon�ible for tk�e �nonitoz�ng and administration of this cc�n�raci, including ensurin� all performance at�d reporting requirezz�ents. $Y= Narne: Brenda Ray Title: FireIEMS Purchasing Manager APPROVED AS TO �'ORM AND LEGALITY: ����� B�j . � J Name: Taylor Paris Titie: Sr. Assistant Ciry Attorney CONTRACT AUTHORIZATION: M&C: 25-0199 Date Appraved: 3/11/2025 Form 1295 Certif cation No.: 2025-1269002 JEFFREY C. MEYKA DBA A&B LAWN AND GARDEN By: . Name: Ben Vo�sler Title: Operations Manager Date: L-� �2-�� C�7 �� [y /,1 �:� �[K�]:a �7 C«] ��'[�� Xy:� � ��1:�'1 FT. WORTH, TX Contract Renewal — CSC 63I57-ftl Page 2 of 2 M&C Review A CITY COUNCIL AGEND Create New From This M&C DATE: 3/11/2025 REFERENCE NO.: CODE: P TYPE: **M&C 25- 0199 CONSENT LOG NAME: PUBLIC HEARING: Page 1 of 3 Official site of the City of Fort Worth, Texas FflRT��'ORTH _�_ 13P RFP 25-0039 SMALL ENGINE REPAIRS FD MC NO SUBJECT: (ALL) Authorize Execution of Non-Exclusive Agreements with Leonard's Farm & Ranch Store, Inc., JHouston Holdings LLC dba LSM Outdoor Power, and Jeffrey C. Meyka dba A&B Lawn and Garden, for Small Engine Repair Services in a Combined Annual Amount Up to $448,750.00 for the Initial Term, and Authorize Four One-Year Renewal Options for the Same Annual Amount for City Departments RECOMMENDATION: It is recommended that the City Council authorize execution of non-exclusive agreements with Leonard's Farm & Ranch Store, Inc., JHouston Holdings LLC dba LSM Outdoor Power, and Jeffrey C. Meyka dba A&B Lawn and Garden, for small engine repair services in a combined annual amount up to $448,750.00 for the initial term, and authorize four one-year renewal options for the same annual amount for City Departments. DISCUSSION: The Fire, Environmental Services, Park & Recreation, and Water departments approached the Purchasing Division to solicit a bid for small engine repair services; the agreement will be used to repair and/or maintain City-owned equipment such as lawn mowers, blowers, saws, and other small engine-based equipment not managed and repaired by Property Management / Fleet Services Division. Purchasing issued Request for Proposal (RFP) No. 25-0039 for Small Engine Repair Services, which consisted of detailed specifications listing the types of parts and services needed by departments and delivery requirements. This solicitation will replace prior bid(s) that were used specifically for Small Engine Repairs, the current solicitation has a significantly expanded scope and includes replacement of equipment when repair is not feasible, which was not included in the prior bids. The RFP was advertised in the Fort Worth Star-Te/egram on January 1, 2025, January 8, 2025, January 15, 2025, January 22, 2025, and January 29, 2025. The City received three (3) bid responses: Leonard's Farm & Ranch Store, Inc., Jeffrey C. Meyka dba A&B Lawn and Garden and JHouston Holdings LLC dba LSM Outdoor Power. An evaluation panel, consisting of representatives from the Fire and Water Department, evaluated 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. Once the technical evaluation was completed, Purchasing staff allocated points associated with pricing to each vendor. Evaluation Criteria Bidders Total Rank A B C D Score ILeonard's Farm & Ranch Store, Inc. 31.5 15 16.67 30 93.17 IJHouston Holdings LLC dba LSM Outdoor Power 25.67 15 14 28.7 83.37 IJeffrey C. Meyka dba A&B Lawn and Garden 24.5 15 14 24.35 77.85 The RFP document specified the use of the following 3est Value Criteria: 2 3 http://apps.cfwnet.org/council�acket/mc review.asp?ID=33064&councildate=3/11/2025 4/17/2025 M&C Review a. Proposer's Qualifications, Experience, Licenses, Certifications and References b. Distance of principal place of business from 100 Fort Worth Trail location c. Ability to meet the City's needs d. Cost Page 2 of 3 After evaluation, the panel concluded that Leonard's Farm & Ranch Store, Inc., JHouston Holdings LLC dba LSM Outdoor Power, and Jeffrey C. Meyka dba A&B Lawn and Garden, presented the best value to the City. Therefore, the panel recommends that City Council authorize non-exclusive agreements with Leonard's Farm & Ranch Store, Inc., JHouston Holdings LLC dba LSM Outdoor Power, and Jeffrey C. Meyka dba A&B Lawn and Garden. No guarantee was made that a specific amount of these services would be purchased. Staff certifies that the recommended vendors' bids met specifications. FUNDING: To ensure City departments have enough spending authority under the non-exclusive agreements, considering the expanded scope of this solicitation and to account for unanticipated needs from additional Departments; Purchasing has also included a 25\% spending buffer in the amount of $89,750.00, for a combined annual amount up to $448,750.00; however, the actual amount used will be based on the need of the department and available budget. Funding is budgeted within the participating departments' Operating Funds, as appropriated. BUSINESS EQUITY: This solicitation was reviewed by The Business Equity Division for available business equity prospects according to the City's Business Equity Ordinance. There were limited business equity opportunities available for the services/goods requested, therefore, no business equity goal was established. AGREEMENT TERM: Upon City Council approval, the initial term of these non-exclusive Agreements shall begin upon execution and shall expire one year from that date. The combined annual amount of these non-exclusive agreements is up to $448,750.00 for the initial term. RENEWAL OPTIONS: These Agreements may be renewed for up to four one-year terms for a combined annual amount up to $448.750.00, at the City's option. This action does not require specific City Council approval, provided the City Council has appropriated sufficient funds to satisfy the City's obligation 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 budgets, as previously appropriated, in the participating departments' Operating Funds to support the approval of the above recommendation and execution of the agreement. Prior to any expenditure being incurred, the participating departments have the responsibility to validate the availability of funds. BQN\\ TO Fund Department I Account Project Program Activity � Budget � Reference # ID ID � � Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # ID ID � ' Year (Chartfield 2) Reginald Zeno (8517) Submitted for Citv Manaqer's Office bv: Dana Burghdoff (8018) Oripinatinq Department Head: Reginald Zeno (8517) Amount Amount http://apps.cfwnet.org/council�acket/mc review.asp?ID=33064&councildate=3/11/2025 4/17/2025 M&C Review Additional Information Contact: ATTACHMENTS James E. Davis (6801) Brandy M. Hazel (8087) Maria Canoura (2526) FW036-FID TABLE SM ENGINE.xlsx (CFW Internal) FW060-FID TABLE SM ENGINE.xlsx (CFW Internal) Page 3 of 3 http://apps.cfwnet.org/council�acket/mc review.asp?ID=33064&councildate=3/11/2025 4/17/2025 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. 2025-1269002 Jeffrey C. Meyka dba A& B Lawn and Garden River Oaks, TX United States �ate Filed: 2 Name of governmental entity or state agency that is a party to the contract for which the form is 02/13/2025 being filed. City of Fort Worth Date Acknowledged: 04/24/2025 g 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. RFP 25-0039 Small Engine Repair Services 4 Name of Interested Party 5 Check only if there is NO Interested Party. 6 UNSWORN DECLARATION My name is My address is (street) City, State, Country (place of business) ❑X I declare under penalty of perjury that the foregoing is true and correct. Executed in County, State of , and my date of birth is Nature ofinterest (check applicable) Controlling Intermediary (city) (state) (zip code) (country) , on the day of , 20 (month) (year) Signature of authorized agent of contracting business entity (Dedarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V4.1.0.5dd2ace2 F�RT��RTHo City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Jeffrey C. Meyka dba A&B Lawn and Garden Subject of the Agreement: Contract Renewal Notice for First Renewal, CSC 63157-R1 M&C Approved by the Council? * Yes ❑✓ No ❑ If �so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No ❑✓ If �so, provide the original contract number and the amendment number. Is the Contract "PermanenY'? *Yes ❑ No 0 If �unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No ❑✓ If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: 4/23/26 Expiration Date: 4/22/27 If different from the approval date. If applicable. Is a 1295 Form required? * Yes ❑✓ No ❑ *If �so, please ensure it is attached to the approving M&C or attached to the contract. Proj ect Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes ❑✓ No ❑ Contracts need to be routed for CSO processin� in the followin� order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.